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Change the week when plans change

Edit, cancel or restore a booking, record leave, and put back anything removed by mistake.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Watch the fourth part: changing the week.

For managers and admins. Every change keeps the record, so a cancelled session can come back.

Steps

  1. Open Scheduling and press the box that holds the session. The day's list opens.
  2. Choose the session and press Edit session to change the time, the mentor, the venue or the room.
  3. To call it off, press Cancel this session. Its room is freed and the record is kept.
  4. Tick Show cancelled to see cancelled sessions. You can restore one from the list.
  5. For a closure, press Cancel sessions between dates, pick the dates, then Show me what would be cancelled.
  6. Read the list, give a reason and confirm. The page tells you how many were cancelled.
  7. If something went by mistake, choose Recently removed and put it back.

If it goes wrong

  • If the week says it is locked for approval, release it first. Its sessions cannot change until then.
  • If a session already has a write-up, it cannot be cancelled here. Open it from the record instead.
  • If a cancel was a mistake, press Undo straight away, or use Recently removed later.

How it links together

A change updates the same record the mentor sees in their Planner. A cancel frees the room for others. A week sent for approval is frozen until it is decided.

What happens after a changeNothing is deleted. Everything can be put back.
  1. Change or cancelIn the grid
  2. Room freedOr held for a new time
  3. Planner updatesFor the mentor
  4. Put backUndo or Recently removed

Editing one booking

Edit session changes the time, length, venue, room, type or mentor. If the booking is one of a group, you are asked to confirm that the change applies to this young person only.

A change to a repeating booking opens a separate dialog with a preview. It lists what will change and what will be left alone.

Cancelling

A cancelled session is not deleted. Its room is released, and it can be restored later. A room it held may need booking again.

To remove a repeating booking, use its recurring-booking dialog. A preview shows each date before anything happens.

Cancelling a whole stretch of time

Use Cancel sessions between dates for a half term or a closure. Choose the first and last day and, if you wish, one area.

Show me what would be cancelled lists every planned session in those dates. Only sessions with no write-up are included. Nothing happens until you give a reason of at least five characters and confirm.

If the list changed while you were looking, the system refuses and tells you. Ask for the preview again.

Leave and training

Each mentor's row has buttons for leave and for training or other time. You choose the dates, the reason, and whether it repeats each week.

Mark day saves leave from a box in the grid. Choose the dates and a reason: holiday, sick, training, bereavement or other. Training booked through Staff training is shown here but changed there.

Putting things back

Right after a cancel there is an Undo link. After that, Recently removed lists what was removed in the last 30 days. You can filter it by day, mentor or young person.

Putting a session back checks it again. If the room or the mentor is no longer free, it tells you why and leaves it where it was.

When a week is locked

When a mentor sends their week for approval, it is frozen. Approve it, or return it to them, before you change its sessions. The approval guide shows how.

Questions people ask

Can I undo a cancelled session?

Yes. Press Undo straight after, or tick Show cancelled and restore it. Recently removed keeps 30 days.

What happens to the room when I cancel?

It is released, so someone else can book it. If you restore the session, the room may need booking again.

Why won't it let me cancel this session?

It already has a write-up, or its week has been sent for approval. The message on screen says which.

How do I cancel everything for half term?

Press Cancel sessions between dates. Choose the dates, read the list, give a reason, then confirm.

Does cancelling tell the young person or their school?

Cancelling in Scheduling does not send an email itself. Contact the people involved in the usual way.

How do I record that a mentor is off sick?

Use the leave button on their row, or Mark day from a box in the grid. Choose sick as the reason and save.