Rescheduling a Booking
When guests need to change their booking date or time, Tourism Accelerator makes rescheduling simple. Moving a booking to a new slot is often preferable to cancellation, keeping the guest engaged and your calendar filled.
When to Reschedule
Rescheduling is ideal when:
Guest requests a different date or time
Weather conditions require moving outdoor activities
Operational changes affect the original slot
Minimum participant numbers aren't met for a specific date
You need to consolidate bookings for efficiency
Before Rescheduling
Before you change a booking:
Check availability for the new date/time
Confirm with the guest they can make the new time
Review pricing if the new slot has different rates
Consider any impacts on linked bookings or packages
Step-by-Step: Rescheduling a Booking
Step 1: Find the Booking
Navigate to Calendar or Bookings
Locate and click on the booking to open details
Step 2: Initiate Reschedule
Click the Reschedule button
The rescheduling form will open
Step 3: Select New Date and Time
Choose the new date from the calendar picker
Select an available time slot
The system will show current availability
Confirm the slot has capacity for the guest count
Step 4: Review Price Differences
If pricing varies between slots:
Higher price: You'll be prompted to collect the difference
Lower price: You can choose to refund the difference or retain as credit
Same price: No payment action needed
Step 5: Add Reschedule Notes
Enter a reason for the reschedule (for your records)
Add any notes about the change
This creates an audit trail
Step 6: Notify the Guest
Choose notification preferences:
Send confirmation: Guest receives updated booking details
Custom message: Include a personal note with the new details
Don't notify: For when you'll contact the guest separately
Step 7: Confirm the Reschedule
Review all the new booking details
Click Confirm Reschedule
The booking moves to the new date/time
After Rescheduling
Once the reschedule is complete:
The original time slot becomes available again
The booking appears on the new date in your calendar
The booking history records the change
The guest receives updated confirmation (if selected)
Rescheduling Multiple Bookings
If you need to move multiple bookings (e.g., weather cancellation affecting a full day):
Identify all affected bookings
Contact guests to confirm new arrangements
Process reschedules one at a time, or
Contact support for bulk rescheduling assistance
Handling Price Differences
New Slot is More Expensive
Options include:
Request additional payment from guest
Honour the original price as goodwill
Meet in the middle with a partial increase
New Slot is Less Expensive
Options include:
Refund the difference to guest
Keep as credit for future bookings
Retain the original amount (if policy allows)
Reschedule vs. Cancel and Rebook
Reschedule when:
Same guest, same experience
You want to maintain booking history
Original payment should transfer
Cancel and rebook when:
Significant changes to the booking (different experience)
Different guest will attend
Pricing structure has changed substantially
Common Rescheduling Scenarios
Guest Can't Make Original Date
Check when they're available
Find a suitable alternative slot
Reschedule to the new date
Send updated confirmation
Weather-Related Reschedule
Monitor conditions and decide early
Contact guest with alternative options
Let them choose from available dates
Process reschedule when confirmed
Operational Changes
Identify affected bookings
Reach out to guests proactively
Offer preferred alternative slots
Process reschedules with goodwill gestures if appropriate
Best Practices
Be flexible with guests who need to reschedule
Communicate early if you need to initiate a reschedule
Offer options rather than dictating new dates
Follow up to ensure guests are happy with new arrangements
Document reasons for future reference and pattern identification
Handling reschedules gracefully keeps guests happy and maintains your bookings even when original plans change.