How do I change customer's booking?

If a customer requests a change to their booking, (e.g. they would like to cancel or add days for their children at the club they have already booked), an administrator can make this change for the parent.

It is important that these changes are made promptly to ensure that the club staff receive the correct register for each session and that the Parent’s invoice is amended accordingly.

Follow the steps below to make the required changes to any club (this can be a contract booking or an ad-hoc booking):

  1. Log in to Kids Club HQ - this will be the 'Dashboard' screen
  2. Once logged in, click on the ' Bookings' item in the left menu:

  3. Find the child for the booking that you need to change. The quickest way is often to search for the customer or child's surname using the search field:

  4. When you find the parent, click the ' View' button to the right of the booking row. This will show you the booked sessions for that child.

    You will see:

  5. Click the ' Edit Sessions and Extras' button to the top right of the summary tab. This will take you into a view which allows you to add or remove days and sessions for the child.

The following topics are covered:

Example: Change Harry Jones's bookings for his daughter Susie

Adding sessions for a child

From the 'Booking Details' screen, click on "View" and you will see:

This shows bookings for Susie.

We will add a session for Susie Jones, for Tuesday 13 Feb 7:30-15:30

Click the plus button () for the day that you would like to add (Tuesday), select the session required and then click the ' OK' button as shown:

The added session will then be shown in green in the ' Edit Booking' view:

Once all the changes you need to make are complete, click the ' Save' button on the 'Change Bookings' view.

Removing sessions for a child

To remove a session for a child, click the green session text for the day that you would like to remove.

Click the red ' Remove' button (bottom left) to remove the session from the contract:

Once all the changes you need to make are complete, click the ' Save' button on the 'Edit Bookings' view.

Removing a child from all sessions in the booking

To remove a child from a booking, click the red ' remove' button to the right of the child's name in the sessions table:

You will be prompted to confirm that you would like to remove the child from the booking. If you are sure, click "Save" and the child will be removed.

Additional charges or refunds for a paid booking

When you change a booking that has been paid for and the changes result in a differen price for the booking, you will be prompted to make a charge or a refund.

Processing a charge

Select an option and confirm by clicking the blue button.

Processing a refund

Select an option and confirm by clicking the blue button.