Bookings, cancellations, and community events

New staging website. Use https://beti.worldyogaalliance.org/admin/operations after administrator sign-in. Booking and invitation actions below are staging workspace actions.

Open Operations

Choose Operations → Events and bookings or open /admin/operations. The event list may be labelled Events in the source or Training events in the current hosted staging UI. The other tabs are Bookings, Community events, Cancellations, and Configuration.

Use Bookings to answer “who booked?” and to support a particular reservation. Use Cancellations to review the retained history. Use Community events for WYA-wide community listings and their invitation queue; those are separate from an owner event and its customer bookings.

Review who booked

Select the Bookings tab. The table has Booking, Event / guest, Amount, Payment, Payout, Status, Booked, and Action. Search by the booking reference, event, or guest where supported. Select the booking reference to open the detail page.

The event support view also shows a booking card with the booking reference, user, contact email, participant count, total amount, Payment, Payout, and status. Use this view when the question is “who booked this event?”; use the booking detail page when correcting contact or participant information.

Confirm or cancel individual bookings

Confirm

1. Open a pending booking.
2. Check the event, contact, participants, amount, payment state, and payout state.
3. Select Confirm booking.
4. Reopen the row and verify that the status changed.

The action is available only when the booking is not already confirmed or cancelled. Do not confirm a failed or unresolved payment without resolving the payment state first.

Cancel

1. Open the booking and find Cancel booking.
2. Enter a clear Cancellation reason (up to 2,000 characters in the detail form).
3. Select Cancel booking and read the confirmation prompt.
4. Confirm only after checking the payment and refund implications.

The request uses the support reason admin_support. The screen warns that an eligible Stripe payment must be refunded before cancellation. The result may say that the refund was accepted or that there is no automatic refund. A cancellation does not erase the booking; it disables further edits and retains history.

Edit booking details

Open a booking reference. The summary shows status, Reserved places, Booked, Base price, Discount, Tax, and Total.

Contact and requirements

The editable fields are Contact name (required), Contact email (required), Contact phone, Postal code, Emergency contact name, Emergency contact phone, Address, Special requirements, Dietary restrictions, and Staff notes.

Participants

Each participant card is labelled Participant N and contains required First name and Last name, plus Email, Phone, Gender, Yoga experience, Age, Medical conditions, and Participant dietary restrictions. Age must be from 0 through 150. Add participant and Remove participant are limited by the reserved places.

Selected option answers and save

Review Selected option answers, including Answer and Notes, then select Save booking details. Confirm the saved contact and participant counts after the page reloads.

Cancelled bookings retain their history and the form is disabled. Do not create a replacement booking as a way to correct a cancelled record unless the business owner explicitly requests it.

Resend a confirmation

On the booking detail screen, select Resend confirmation email only when the booking has a confirmation_date and the recipient has been verified. The page asks for confirmation of the email action. A success message means the mail provider accepted the request; it does not prove delivery to the recipient’s inbox.

Bulk booking operations

In the bookings list:

1. Select individual booking checkboxes or the select-all checkbox.
2. Check the displayed selected count. Each booking is evaluated separately and failed items remain listed.
3. For cancellation, complete Cancellation reason before selecting Cancel selected.
4. Select Confirm selected or Cancel selected and review the per-booking result.

Bulk actions can return a partial result; reopen failed rows instead of repeating the entire selection.

Review cancellation history

Select Cancellations. This read-only table shows Booking, Reason, Refund, Cancelled by, and Date. It is the place to check whether a refund was accepted or whether no automatic refund was recorded. Do not infer a bank transfer or card settlement from the cancellation row alone.

Create a community event

Select Community events, then Add event. The editor heading is Add community event and the page text says it manages details shown on the WYA community events page. Existing rows use Edit event, Delete, and Regenerate slug.

Complete:

• Subject, Slug, and Image path.
• Start date, End date, Start time, and End time.
• Price, Currency (USD, THB, EUR, or INR), and Capacity.
• Audience: All members, School members (RSY & other), CYS members, CYT members, Teacher members, Annual members, or Testing email.
• Region ID, Address, and Description.
• Email, Phone number, Meeting URL, Website URL, Facebook URL, Twitter URL, Instagram URL, YouTube URL, LinkedIn URL, and TikTok URL.
• Active and Recommended.

Select Create event or Save event. On a new event, leave Slug empty when the editor should generate it from Subject. Save the event before uploading an image. For an existing event, Upload image / Replace image accepts JPEG, PNG, WebP, or GIF; Remove image deletes the current image.

Community events do not use customer booking confirmation controls. Their attendee communication is an invitation queue.

Queue and send invitations

Open a community event and find Event invitations.

1. Read the recipient count, the audience, and the queued-record count.
2. Expand Review recipient sample (or Review recipient sample (first 50)) and check the sample before queuing.
3. Select Queue invitations. The confirmation says previously queued recipients are skipped. The result reports how many were created and already existed.
4. Review the table columns Recipient, Status, Failed attempts, and Sent.
5. Select Send next 50 only when email delivery is enabled and the queued recipients are approved. The confirmation says this sends through the configured provider.
6. Investigate failed or processing records before retrying. The page says interrupted processing records need manual provider-outcome review.
7. Use Clear unsent invitations only to remove pending and failed records before rebuilding a queue after an event change. Sent and processing records are retained.

When the page says Email delivery is disabled. Invitations can be reviewed and queued., do not treat queueing as sending. Invites use the event details captured when they were queued; clear unsent rows before rebuilding them after changing the event.

Confirm the outcome

For a booking, return to the list and verify the status, payment, payout, and booked time. For a cancellation, check the Cancellations tab and its Refund value. For invitations, review the queued rows and delivery result; Queue invitations does not send mail, and Send next 50 is available only when delivery is enabled. Sending invitations is an external communication action, so verify the audience and recipient sample first.