Plans change, meetings move, and sometimes a room is booked for the wrong hour. When that happens, you can update or cancel most of your bookings directly from the Member Portal, without emailing the space team or waiting for someone to make the change for you. You can change a booking time, move a meeting room booking to a different room, or cancel a booking you no longer need. You can also see which changes are still open to you.

A booking doesn't stay fully open forever. As its start time gets closer, or once it's invoiced, some changes lock while others stay available. This article explains what you can change, how to do it, and the rules that decide when a change is no longer allowed.

Before you try to edit or cancel, check the booking against these rules. If it meets all of them, you can make any change you want from the Member Portal. If it fails one, some changes are blocked, and the rest of this article explains which.

Each meeting room has a cancellation policy that sets a fee for canceling a booking close to its start time. The closer a member cancels to the start time, the higher the fee. An operator might charge nothing for canceling 3 days out, then charge a 25% cancellation fee for canceling the booking within 72 hours, and charge the full amount within 24 hours. Once a booking's start time is close enough to require a fee, the booking enters its cancellation window.

Inside that cancellation window, you can't move the booking to a new start time, and you can't pull the end time in to shorten it. Both changes are treated like a partial cancellation, so the policy blocks them. Inside the cancellation window, you also cannot change the meeting room of the booking. The Change Meeting Room button is hidden. What you can still do is extend the booking by pushing the end time further out, and update the softer details: guests, description, extras, and number of people. So a booking inside the cancellation window isn't completely frozen; it just can't shrink or shift.

The cancellation window itself comes from the cancellation policy, and that policy is attached to a resource rate. The resource rate is linked to individual resources. This means that two meeting rooms can have different policies because they're on different resource rates, which is why the cutoff for one room might not match another. When a member books a resource, the applicable cancellation windows and fees are shown at booking, so the policy is visible before the booking is made.

You can shift a booking to a different time or change its length, as long as the change is still allowed for that booking. What's allowed depends on how close the booking is to its start time.

A new time doesn't help if the booked meeting room is too small for your meeting. In this case, move the booking to a different meeting room with the Change Meeting Room button. You don't need to cancel the booking and create a new one.

The Change Meeting Room button shows only when you edit an existing meeting room booking. For a new booking, you select the meeting room when you create the booking. The booking must also pass the general rules for an update (see the rules above ↑).

Even when the booking passes these rules, the Change Meeting Room button is hidden in these cases:

If the Change Meeting Room button is hidden and you still need a different meeting room, contact your space team. Your space team can tell you which options you have.

The new meeting room can have a different resource rate. In that case, the booking price may change.

On a computer, members make the change from the Bookings page of the Member Portal.

On a phone, members can make the same change from the Members app home screen.

When you no longer need a booking, you can cancel it and free the room for someone else. Canceling removes the booking and stops any further charges, though a cancellation fee may apply if the booking is within its cancellation window.

If the edit and cancel options are missing or greyed out, the booking is locked because one of the following rules applies. Knowing which one applies tells you what to do next:

Each resource has its own cancellation window, so the exact cutoff depends on which resource you booked.

Can I edit a booking that has already started?

You can't edit a booking once it has started, and the same applies to past bookings. The Member Portal locks a booking at its start time, so you must make changes before then. If you need to adjust a booking that's already underway, contact your space team.

Can I reschedule a booking that's inside its cancellation window?

You can't reschedule or shorten a booking once it's inside its cancellation window, because the policy treats moving the start time or cutting the end time as a partial cancellation. You can still extend the booking by pushing the end time further out, and you can edit its guests, description, extras, and number of people. To move it to a new time, cancel and rebook, which applies the policy's fee.

Can I move my meeting to a different room from the Member Portal or the Members app?

You can move a meeting room booking to a different meeting room from the Member Portal and from the Members app. The Change Meeting Room button shows when you edit the booking. The Change Meeting Room button is hidden on invoiced bookings, recurring bookings, bookings inside the cancellation window, and bookings for resources that members book by date. Contact your space team to find out how to move one of these bookings.

Why can't I edit or cancel my booking?

Your booking is blocked because it has already started, has already been invoiced, or is within its cancellation policy window. Started and past bookings are fixed at their start time. Invoiced bookings are tied to a charge that's already been raised. Inside the cancellation window, you can still extend the booking and edit its details, but you can't reschedule or shorten it.

Why is the cancellation cutoff different for different rooms?

The cutoff differs by room because each resource's cancellation policy comes from its resource rate, and different resources can be on different rates. A meeting room on one rate can allow free changes later than a room on another rate. The fees that apply to a resource are shown when you book it.

What happens to the charge when I cancel a booking?

Canceling a booking that hasn't started or been invoiced stops any charge for it, unless it's inside the cancellation window, in which case the policy's fee applies. If the booking is already invoiced, you can't cancel it yourself, and the charge stands. For anything already invoiced, contact your space team.

Will editing a booking change its price?

Editing a booking can change its price when the new time falls under a different rate. Changing the meeting room can also change the price. The new meeting room can use a different resource rate. The Member Portal shows the updated cost before you confirm the change, so you can see the new price first. Prices depend on the resource rate your operator has set for that room and time.