# Managing bookings

> View, filter, create, and cancel every facility booking as an admin, and understand booking statuses and refund eligibility.

Canonical: https://www.clubpal.app/docs/facility-hire/managing-bookings
Section: Facility hire

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](#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, and that answer is what decides whether money moves.

When a booking is marked refund eligible, ClubPal issues the refund straight away, for the full amount paid, against the payment taken at checkout. This happens whoever cancels: the member from their own bookings page, or an admin from the admin area. Nothing has to be issued by hand.

A refund is not attempted when the booking was not marked eligible, when no card payment was taken (an admin-created or free booking), or when a refund has already been issued against it.

> **Note**
>
> The cancellation is saved before the refund is attempted, so a problem at the payment provider never stops a booking being cancelled. If the refund fails, the booking shows a warning naming the reason so an admin can follow it up. See [Refunds](https://www.clubpal.app/docs/payments/refunds) for issuing one by hand.

## 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.