.svg)
Refunds & Booking Change Request
Frictionless flexibility when plans change.
In community spaces, plans inevitably shift. Whether a hirer needs to reschedule, shorten a term or add extra chairs, most booking systems lock you into rigid workflows and manual approvals.
SpacetoCo’s Refunds and Booking Change Request feature brings the flexibility your venues need. Built into our online booking system and venue management software, it allows you to update reservations and handle refunds automatically.
The result? Less admin and more time to focus on the programmes and people that matter.
.svg)
Feature benefits
How automating refunds and having the flexibility to change booking requests with ease can save time and grow revenue
Adapt quickly in a few clicks
Modify, reschedule or cancel bookings in a few clicks. The system prompts you when price changes occur and even holds the difference or schedules a refund, enabling further edits within a 72‑hour window.
Automate the finance
Cancellations within your policy trigger automatic refunds to the original payment method. No finance team approvals, no waiting—just click cancel and let the system handle the rest.
Ensure accurate costs
Add or remove charges, adjust rates or apply discount codes easily. Hirers and staff see clear, up‑to‑date pricing without confusion.
Keep everyone informed
Automated confirmations and reminders streamline communication from approvals to cancellations, so nothing slips through the cracks.
Feature details
What you can do
Effortless booking editsClick the pencil icon to open the booking editor, review details and save your changes. Price increases or decreases prompt warnings and holds or refunds, and additional edits within 72 hours don’t trigger extra charges.
Automatic refunds & holds
When a booking request is made, a pre‑authorisation hold is placed on the hirer’s card; if the booking expires or is declined, the hold is released automatically. Approved bookings that are later cancelled or adjusted send refunds back to the same card, with no manual processing.
Flexible charges & extras
Update rates, apply or remove discount codes and adjust additional items or charges—all within the booking editor. Secure online payments and bonds are fully integrated with invoicing, refunds and reconciliation.
Bulk & self-service changes
Use the Bulk Edit tool to shift spaces, times, rates or attendee numbers across multiple bookings. Propose, review and process changes with a progress bar and enjoy confetti when complete; automated email notifications and logs keep everyone in the loop. Hirers can also edit their own bookings within your rules, reducing back‑and‑forth.
See it in real life
By moving to an online booking system, the process of having their refunds automated has allowed The City of Tea Tree Gully to reduce that process from 3 weeks to just 7 days.
"SpacetoCo is the best way to manage facility hire, easy entry, easy cancellations. We have 120 hirers across 20 facilities and what used to be very complex, labour intensive and time consuming task, is now much simpler and straightforward."
Maggie, Venues Manager
Trusted by Hundreds of Councils and Community Centres Across The Globe.
From large local governments to grassroots community hubs, SpacetoCo is already powering hundreds of spaces just like yours.
.png)
.svg)
Ready to Simplify Your Bookings and Grow Your Impact?
Let us show you how SpacetoCo can reduce admin, increase revenue, and create a better experience for your community.
.svg)
.svg)
