If a participant needs to be rebooked on a different trip, follow these steps to move them with a few clicks.
Navigate to "My Trips" and click on "Manage Trip".
Locate the participant in the list and choose "Rebook to Another Trip" from their menu.
A pop-up will appear, displaying details like the trip name, buyer information, participant names, and the amount already paid. Use the dropdown menu to select the new trip:
Note: Sold-out trips or trips in a different currency will be displayed as greyed out and cannot be selected.
Important things to remember when rebooking:
The original booking and all participants will be automatically canceled. This is final and cannot be undone.
Previously paid amounts will be moved to the new trip.
Add-ons and packages will not be copied to the new trip.
E-signed or uploaded documents and form responses will not be copied.
After selecting a new trip, you can choose a package and any additional extras before proceeding to the participant information section.
In the next step, you will see pre-filled participant information based on the selected package, which you can edit as needed.
You can then review the total paid, the new payment plan, and confirm that the payment will transfer to the new trip, canceling the original booking. If the new trip costs more, the buyer will have an outstanding balance. If it costs less, you can issue a refund if necessary.
Lastly, you can choose to add a custom message to the confirmation email. Click “Confirm Rebooking” and that’s it. You have successfully rebooked your customer!
What Happens Next?
The original booking is canceled, and the new trip is booked.
You can view the new booking details by clicking the blue "rebooked" status.
Both you and the participant will receive a rebooking confirmation email (no cancellation email will be sent).
You can contact your customers and ask them to complete their participant questionnaire as well as sign any required documents if needed.
Payment reminders sent after the rebooking will link to the new trip.
Note: Previously sent reminders will still link to the old trip, but no further reminders will be sent for it.
Rebooking FAQ
What happens if I rebook fewer participants than the original booking?
Only the selected participants will transfer. The rest will be canceled in the original booking.
What if I made a mistake and need to revert the booking?
Rebooking back to the original trip or rebooking to a trip with an existing booking for the same buyer is not allowed. Use the Add Participant feature to add someone back to the original trip and register cash payments to balance any funds that cannot be moved.
Can my participants and I view the rebooking details in the activity log?
Yes, you and your participants can view the rebooking details in the activity log of both the new booking and the original one.
Can I transfer bookings with pending payments?
Yes, pending payments will move to the new trip. The buyer will need to pay any outstanding balance under the new trip’s payment plan. If auto-billing is enabled for the new trip, it will process any due amounts after pending payments are completed.
Can I transfer just one person from a group booking to another trip?
No, individual transfers within a group booking are not possible. The entire booking can only be moved to a new trip. If you need to transfer a single person, you must first cancel their package in the original booking and then add them to the new trip as a separate process.
Can I transfer bookings in bulk?
Currently, bookings must be transferred individually and cannot be transferred in bulk.
How will this reflect in my reporting?
Participant details and trip names are updated in the reporting. Payments and Transactions reports include an extra field for rebooking details.
All participant information is also available in the downloadable Excel sheet within your trip dashboard—it will reflect the new trip the buyer was rebooked to and no longer show the old booking.
Will the contribution page also transfer when I rebook the client?
Yes, if the original booking includes a contribution page, it will automatically carry over to the rebooked trip, and the original contribution page link will remain active and direct to the new trip. Even if the new trip does not have a contribution page enabled, the payments will still transfer, and the original link will continue to work.
What happens if the trip I want to rebook is sold out?
Sold-out trips will appear greyed out and cannot be selected for rebooking unless additional spots are made available.
Who has access to this feature?
This feature is available to both Basic and Pro organizers. Team members must have the "Make refunds and change bookings" permission to access the rebooking option.