Managing Repeat Bookings

Repeat bookings allow you to create a series of bookings that follow a regular pattern — for example, a weekly yoga class or a monthly committee meeting. MyHallWizard manages the entire series as a group, while still allowing you to make changes to individual bookings when needed.

Creating a Repeat Booking

Start by entering the booking details as you would for any booking: Customer, Booking Name, Date/Time, Rooms, and Price.

Then set up the repeat pattern:

1. In the Repeat field, select the pattern: Daily, Weekdays (Monday to Friday), Weekly, Monthly, or Annually.

2. Adjust the frequency if needed — for example, "every 2 weeks" or "every 3 months".

3. For Monthly bookings, choose whether to repeat on a specific date each month (e.g. the 15th) or on a specific day of the week (e.g. the second Monday, or the last Thursday).

4. Enter the final booking date in the until field.

Tip: For bookings that repeat twice a week — for example on Tuesday and Thursday each week — you will need to create separate repeat booking series for each day.

Creation Preview

As you fill in the form, MyHallWizard shows a live preview of what will happen when you save:

• Will be Created (green) — the number of bookings that will be created successfully. Expand to see all the dates.

• Will Clash (orange) — the number of bookings that cannot be created because the room is already booked at that time. Expand to see which dates and rooms conflict.

This preview updates automatically as you change the dates, times, rooms, or repeat pattern, so you can see the impact of your choices before saving.

When you save, all the non-clashing bookings are created and added to the calendar. Clashing bookings are shown as missing from the series — you can create them individually later, perhaps in a different room or at a different time.

Pricing for Repeat Bookings

If your prices change during the life of a repeat series (for example, if new prices take effect partway through), MyHallWizard calculates the correct price for each booking based on its date. The price section shows a price pattern — for example, "£50 initially, £60 from 1 Jan 2025".

Viewing Repeat Booking Series

The Repeat Bookings Table

There are several ways to view your repeat booking series:

• From the calendar sidebar — click the Repeat Bookings button in the sidebar to see a table of all your repeat booking series.

• From a customer page — open a customer record and click the Repeat Bookings tab to see all series for that customer.

• From the calendar — click on any booking that's part of a series, then choose The entire series when prompted.

The Repeat Bookings table shows each series with its date pattern, times, booking name, customer, and rooms. You can filter to show Future series, Past series, or both. Click on any row to open the series.

Series Overview Page

The series overview page shows:

• The series details (name, pattern, times, rooms)

• A list of all individual bookings in the series, with their status and any missing dates

• Tabs for Emails sent about the series and Activity history

Booking Statuses

Each booking in a series has a status shown as a badge:

• In Series — the booking matches the series settings and will be updated when the series is changed.

• Detached (blue icon) — the booking has been modified individually or detached due to a conflict. It is no longer linked to the series, and changes to the series will not affect it.

• Invoiced (orange receipt icon) — the booking has been invoiced. Its price is protected from series changes.

Missing Bookings

If any bookings could not be created due to room clashes, they appear in the list as missing (shown in red). You can create a missing booking by clicking on it — this opens the booking form pre-filled with the series details, and you can adjust the room or times as needed.

Warnings

If the series has missing or detached bookings, a warning appears in the Information panel in the sidebar to alert you.

Editing a Repeat Booking

Changing a Single Booking

Click the booking on the calendar and choose Just this one. Edit the details and save. Your changes apply only to that booking, which becomes Detached from the series.

Once a booking is detached, future series changes will not affect it. To bring it back in line with the series, you can use the Reconnect button (see below).

Editing the Series

Click any booking in the series on the calendar, choose The entire series, then click Edit Series. You can also open the series from the Repeat Bookings table (see above).

The edit form shows the same fields as the booking form. The repeat pattern is shown as read-only text (e.g. "Every Monday, until 31 Dec 2024") — you can change the until date but not the repeat pattern itself.

Impact Preview

As you make changes, MyHallWizard shows a live impact preview showing exactly what will happen when you save. This lets you see the consequences of your changes before committing them.

The preview can show any combination of the following categories:

Each category shows a count and can be expanded to see the individual dates and rooms.

Choosing What to Update

When you've changed booking fields (not just the date range), you can choose the scope of the update:

• Apply changes to entire series — updates all bookings with "In Series" status

• Apply changes from a specific date onwards — only updates bookings from your chosen date. Earlier bookings will be detached from the series.

Protected Bookings

Bookings that have been detached or invoiced are protected by default — they won't be changed when you update the series. This prevents you from accidentally overwriting custom changes or altering invoiced amounts.

If you do want to update protected bookings, you can tick the checkboxes in the impact preview:

• Force-apply changes to these bookings — for detached bookings

• Force-apply changes (except price) — for invoiced bookings. Prices cannot be changed on invoiced bookings.

After Saving

After saving changes to a series, the series page shows a summary of what happened:

• How many bookings were updated

• How many were unchanged (before cutoff)

• How many were detached due to conflicts or cutoff

• How many detached bookings were skipped

• How many invoiced bookings were skipped

Always check this summary, and review any bookings with Detached status to make sure everything is as expected.

Deleting a Repeat Booking Series

From the series page, click Delete Series. A dialog lets you choose:

• Delete from a specific date onwards — choose a cutoff date. Bookings before that date are kept.

• Delete entire series — removes all bookings in the series.

The same impact preview appears, showing which bookings will be deleted and which are protected (detached or invoiced). Use the force-apply checkboxes if you need to include protected bookings in the deletion.

Reconnecting a Detached Booking

If a booking has been detached from its series, you can reconnect it:

1. Open the individual booking (click it on the calendar and choose Just this one)

2. In the Information panel in the sidebar, you'll see "This booking has been detached from the series" with a Reconnect button

3. Click Reconnect and confirm

MyHallWizard will check that the rooms are available at the series times. If they are, the booking is updated to match the current series settings and its status returns to In Series. If the rooms are not available, you'll see an error message.

Note: Invoiced bookings cannot be reconnected to a series.

Changing Bookings from a Specific Date

If a customer wants to change their booking pattern from a certain date — for example, extending their end time from October onwards — you have two approaches:

Option 1: Use "Apply from date"

1. Open the series and click Edit Series

2. Make your changes (e.g. change the end time)

3. Select Apply changes from a specific date onwards

4. Choose the date from which the changes should apply

5. Check the impact preview and save

Earlier bookings will be detached from the series but will keep their original times.

Option 2: Split into two series

1. Edit the existing series and change the until date to the last booking with the original pattern

2. Create a new repeat booking series with the updated details, starting from the date the change takes effect

This approach gives you two separate series, which may be easier to manage if the changes are substantial.