Editing & Cancelling Scheduled Events

BETA provides flexibility for managing individual event instances. Whether you need to change the capacity, start time, host, or public information, edits made to a single event instance only apply to that instance, not the template.

Attention: Editing an event instance only changes that specific occurrence — it does not affect all future events.

To update capacity or settings for all future events, edit the Event Template instead.

⤷ Edit a Single Event Instance

1. Go to the Events Page and find the event in your calendar.

2. Click Edit on the specific instance.

3. Make your changes and click Submit.

All changes are reflected in your widgets automatically.

Attention: Event descriptions are limited to 592 characters.

Keeping descriptions brief improves readability, user engagement, and conversion rates, since visitors are more likely to register when key details are presented clearly.

⤷ Cancel Events

Cancelling removes the event from the POS, widget, and BETA app — no new bookings can be made. Enrolled participants are retained and can be transferred to another event if needed.

Know the difference between Cancel & delete: You can only delete a cancelled event if it has no enrolments or purchases.

BETA keeps records of all transactions.

› Cancel a Single Event Instance

ATTENTION: A cancelled event will still retain its enrolled participants. You can transfer participant enrolments to another event if needed.

Use this to cancel one specific instance without affecting the rest of the series.

1. Go to the Events Page and find the event in your calendar.

2. Click the event instance.

3. Select Cancel.

4. You'll have the option to notify enrolled participants via the cancellation popup.

› Bulk Cancel Events or Courses by Templates

How you bulk cancel depends on how the events were originally created.

ATTENTION: Cancelling the entire course will cancel all event instances within it.

NOTE: Cancelled events retain enrolled participants. You can transfer enrolments to another event if needed.

› If events were created using the auto-scheduler - Business & Above

Edit or cancel events from the template schedule. Changes apply to all events within that schedule's time window.

1. Go to Events Page > Templates.

2. Select the template.

3. Open the Schedule tab.

4. Multi-select the events you want to cancel.

› If events were created manually from the calendar

Bulk cancel from the template schedule using multi-select.

1. Go to Events Page > Templates.

2. Select the template.

3. Open the Schedule tab.

4. Multi-select the events you want to cancel.

› FAQs

Why can't I reschedule a participant after they've checked in?
Once a participant has been marked as attended, their booking can no longer be rescheduled. Remove their check-in first. To remove the attendance, navigate to the the Visitors Page » Climber profile » Visits » then undo that visit by clicking on the ⫶ near the checkin.

Can I adjust the capacity of future event instances at once?
No. Changes to an instance only apply to that specific occurrence. To modify future events, edit the event template. Changes to the template, will be applied to all events that have not been manually edited.

What happens if I lower the capacity for an instance with existing bookings?
If the new capacity is lower than the current number of bookings, you'll need to manually manage the overbooked participants.

How do I increase the number of participants for an event?

1. Navigate to the specific event in your calendar.

2. Click Edit.

3. Update the Capacity field.

4. Click Submit.

This applies to that instance only. If you're adding more instructors, update the Host field too.

Do staff profiles need to be created to add them as a host?
Yes — add staff via the Settings » Accounts & Permissions in BETA first and they'll appear in the Host dropdown. Staff profiles don't require a real email address unless you want them to log in to the dashboard. eg instructor01@mail.com

What is the Email tab in an event instance used for?
The Email tab lets you manually send a message to all registered participants — useful for updates, reminders, or last-minute changes outside of automated notifications.

Does an email get sent when an individual participant is cancelled from an event? Not by default. You can choose to send one via the cancellation popup. Any note you add is included as a personal message.

Does an email get sent when an entire event or course is cancelled?
Not by default. You can choose to email all registered participants via the cancellation popup. Any note you add is included as a personal message. The email is sent from the event organiser, with participants in BCC.

Why can't I delete the event?
Events with bookings cannot be deleted — even if cancelled. BETA retains records of all transactions. Cancel the event to prevent new bookings; it can only be deleted once all enrolments and purchases are removed.