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Cancel pending space(s) on a booking (ghost booking) so that the booking qty is reduced and schedule capacity is updated.


This user guide is applicable to CourseCo users who have delegate allocation add on - see here for details on delegate allocation

When to Use This

Use this when:

  • A booking was created with too many spaces

  • Delegate names were not assigned (empty/pending spaces)

  • You need to free up capacity on the schedule

  • You need to correct the booking quantity

Important to Understand (Read First)

  • Pending spaces still hold capacity on the schedule

  • Cancelling them will:

    • Reduce booking quantity

    • Increase available spaces on the schedule

  • If the booking is charged per delegate:

    • A credit note may be generated when spaces are removed

This step directly impacts capacity and financial records, so it should be done carefully.

Steps to Cancel Pending Spaces

  1. Log in as an admin

  2. Navigate to Bookings

  3. Search and open the relevant booking

Screenshot_2026-04-13_at_14_45_53.png
Booking Edit | pending place on booking


Cancel the Pending Space

  1. Select Cancel Delegate

  2. On the popup Review the Pop-Up (Critical Step)

This pop-up will:

  • Show that you are reducing the number of delegates

  • Highlight that the booking quantity will be updated

  • Indicate if a credit note will be created (if applicable)

👉 You must review this carefully before confirming

Screenshot_2026-04-13_at_14_47_06.png
Example | reduced from 3 to 2

  1. Click Confirm / Remove to proceed

Save the Booking

  1. Click Save

What Happens Next

  • Booking quantity is reduced

  • Schedule capacity is updated (space becomes available)

  • If applicable:

    • A credit note is created

    • Financial records are updated

Screenshot_2026-04-13_at_14_48_44.png
Example | Credit Note create


Important Notes

  • This action affects both:

    • Availability (capacity)

    • Finance (if per-delegate pricing applies)

  • If using in-company / fixed fee bookings this action is N/A, as:

    • No price change will occur

    • No credit note will be generated

  • Removing pending spaces is not just “clean-up”—it is a booking change

  • Always review the pop-up before confirming

  • Only remove spaces you are sure are not required

  • Clean up pending spaces early to avoid capacity issues

  • Be cautious when working with paid bookings to avoid unintended credit notes