Managing Exclusions
Overview
Exclusions allow you to change how an individual date within a subscription is handled without cancelling or permanently changing the subscription.
When adding an exclusion, you can now choose from three exclusion types, depending on whether you want to charge the customer and whether the slot should become available for somebody else to book.
This can be useful for holidays, fixture changes, cancellations or other occasions where a subscription booking will not take place as normal.
Exclusion Types
When you select ADD EXCLUSION, choose the appropriate option from the Type drop-down:
Exclusion type | Customer charged? | Slot released? | When to use it |
|---|---|---|---|
No charge, release slot | No | Yes | Use when the customer should not be charged and the slot can be made available for another booking. |
Keep charge, release slot | Yes | Yes | Use when the customer should still be charged, but the slot can be made available for another booking. |
No charge, keep slot blocked | No | No | Use when the customer should not be charged, but you do not want the slot to become available to anybody else. |
The exclusion type you select determines both the payment treatment and whether the booking slot remains reserved.
How to Add an Exclusion
Go to BOOKINGS in the left-hand menu.
Select SUBSCRIPTIONS.
Find the required subscription. You can use the search bar or browse the subscription list.
Click the subscription name to open its details.
Select ADD EXCLUSION.
In the Type drop-down, select one of the three exclusion types:
No charge, release slot
Keep charge, release slot
No charge, keep slot blocked
Select the date or dates that you want to exclude from the calendar. Only dates that form part of the active subscription can be selected.
To remove a selected date, click it again.
Select SAVE.
At least one exclusion date must be selected before the exclusion can be saved.
The selected dates will then appear in the subscription's exclusion list.
What Happens to Released Slots?
For exclusion types that release the slot, the affected date and time can become available for somebody else to book on Pitchbooking.
If another customer books a released slot, that booking is treated separately from the original subscription. Take care when making subsequent changes to the subscription to avoid conflicting bookings.
Payments and Invoicing
How an exclusion affects payment depends on both the exclusion type and the subscription's payment method.
For exclusions marked No charge, the customer should not be charged for the affected date. For exclusions marked Keep charge, the normal charge for that subscription date remains in place.
For invoice or pay-on-arrival subscriptions, this also determines whether the affected date should remain billable.