Managing bookings

Preview feature

Facility hire is currently in preview. Some features may change before general availability.

Admins with the Manage Facility Hire permission can view, create, and cancel all facility bookings from Admin > Facility Hire > Bookings.

Viewing and filtering bookings

The bookings list shows all bookings for your club. Use the filters to narrow down by:

• Facility — show bookings for a specific facility.
• Date range — filter by booking date.
• Status — show only bookings in a specific state (see Booking statuses below).

Each row shows the booking reference, member name, facility, date, time, duration, price, and current status.

Booking statuses

Status	Meaning
Pending	The slot is held while the member completes payment. Expires after the club's configured checkout timeout (default 15 minutes) if payment is not received.
Confirmed	Payment has been received (or the booking was created by an admin). The slot is reserved.
Expired	The 15-minute checkout window lapsed before payment was completed. The slot was released. Expired bookings are kept for audit purposes.
Cancelled by member	The member cancelled their own booking.
Cancelled by admin	An admin cancelled the booking.

Cancelling a booking

To cancel a booking, open it from the bookings list and click Cancel.

• Admin cancellations are not subject to the facility's cancellation window. You can cancel at any time regardless of how close the booking is to its start time.
• When cancelling, you can set whether a refund is eligible. By default the system suggests an answer based on the facility's refund window policy, but you can override this.
• Provide an optional cancellation reason, which is visible in the booking record.

The member receives an email notification when their booking is cancelled by an admin.

Refund eligibility

When a booking is cancelled, the refund eligible flag is recorded on the booking. This indicates whether a refund should be issued based on the facility's refund window policy:

• If the cancellation occurs outside the refund window (with sufficient notice), a refund is due.
• If the cancellation occurs inside the refund window (too close to the start time), no refund is due.

An admin can always override the computed value when cancelling. Issuing the actual refund is done separately through the payments area.

note

ClubPal records refund eligibility but does not automatically process refunds. See Refunds for how to issue a refund.

Email notifications

Members receive automatic email notifications for the following events:

Event	Trigger
Booking confirmed	Payment received, or admin creates a booking on behalf of a member.
Booking cancelled	Member self-cancels, or an admin cancels the booking. The email includes a note about refund eligibility.
24-hour reminder	Sent at 08:00 UTC the day before the booking start date for all confirmed bookings.

Emails are only sent when the club has email notifications enabled and the member has not opted out.