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How to Cancel Dates for an Event

A quick guide on how to cancel dates for an event

Updated over 3 weeks ago

Canceling a specific date for an event in Understory lets you inform guests and team members of schedule changes and process potential refunds when needed. This ensures your calendar and bookings are always up to date, and participants are notified quickly via email.

How to Cancel a Date for an Event

Requirements: Admin or manager role, or Experiences: view and Event: Edit permissions

Option 1: Cancel Through Calendar

  1. Click “Calendar” in the navigation bar – View all upcoming events by date.
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  2. Click on the event you want to cancel – Event details will appear.
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  3. Press the three vertical dots (⋮) – Access more options in the event detail view.
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  4. Click “Cancel” – The cancellation window appears.
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  5. (Optional) Add a cancellation message – Write a note that will be sent to all guests and guides.
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  6. Choose “Cancel with refund” or “Cancel without refund” – Complete the cancellation.

Option 2: Cancel Through Experiences

  1. Click “Experiences” in the navigation bar – See your full list of experiences.
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  2. Find and select the experience you want to amend – Opens the experience overview.
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  3. Click on the specific date you want to cancel – Detailed date page opens.
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  4. Click the “Cancel” button in the top right corner – The cancellation popup appears.
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  5. (Optional) Write a cancellation message – This message will be emailed to participants and guides.
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  6. Choose to cancel with or without refund – Finalize the action.

How Cancellation Works

Guests and guides are notified by email, including your optional personalized message. If you cancel with refund, any payments will be refunded to guests (depending on their payment method and your business rules). This process helps keep your schedule accurate and your guests informed.

Tips

  • Use the cancellation message to inform guests about other similar experiences or new available dates. This encourages repeat business.

  • You can move customers to a different event within the same experience if wanted, keeping guests happy and minimizing lost revenue.

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