Cancel a session or put it back

For managers and admins. A mentor cannot cancel. They answer Not delivered instead, so a note is still written.

Steps

1. Open the Planner and find the session. Use the day view if you want the buttons on the row.
2. Click it and press Cancel this session. On the day row the button is Cancel.
3. Confirm. The room it held is freed, and the record is kept.
4. To bring one back, tick Show cancelled and find it.
5. Press Restore. If it was at a venue with rooms, choose a room first, then press Restore session.
6. Check it shows as planned again and that its room is held.
7. Use Delete only for a session that never held a room or got a write-up.

If it goes wrong

• Delete refused? The record holds a room or a write-up. Use Cancel this session instead, which always works.
• No cancel button? Check you are on a named mentor's planner, not the read-only view of everyone.
• Restore says the room is gone? Pick a room again. Cancelling released the old one.

Why a mentor cannot cancel

The service wants a note about every session a young person was booked into. If a mentor cancelled, nobody would be asked why. Recording Not delivered keeps the session and asks for a category and an explanation.

A mentor who opens the session sees a short hint saying exactly this. A manager can then take it off the schedule if that is right.

Cancel keeps the record

A cancelled session stays in the system but is hidden from the usual views. Tick Show cancelled to see them. Cancelling frees the room at once so someone else can use it.

Put it back

Restore brings a cancelled session back as planned. A plan with no venue returns in one click. A plan at a venue with rooms asks for a room again, because cancelling released the old one.

Delete is narrower than cancel

A session that has ever held a room cannot be deleted, because deleting would erase which session held it. The refusal says so and offers the cancel button next to it.

When a week is locked

If a week has been submitted, its plans are fixed and the buttons are replaced by a note saying the week is locked. Ask for it to be moved back to draft.

How it links together

Cancelling removes the session from the usual views of the Planner, Home and the phone. It also frees its room. The record stays for the audit trail. A mentor records Not delivered instead, which keeps a note, as explained in the attendance guide and the guide to a missed session.