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Rescheduling a Whole Departure

When the weather turns, the river drops, or any other reason forces you to move an entire trip, you do not need to reschedule each booking one by one. EquipDash lets you move every booking on a departure to a new date and time in a single action, and automatically notifies every customer with the new time plus a link so they can pick a different slot if it does not work for them.

This is especially useful for adventure operators (whitewater rafting, ziplines, canyoning, surf schools), but works on every experience.

What Happens When You Reschedule a Slot​

When you reschedule a departure:

  1. EquipDash creates the new departure at the time you chose (or reuses an existing one at that exact time if you already have one).
  2. Every active booking on the original departure is atomically moved to the new one — line items, participants, check-in records, the lot. Cancelled bookings stay where they are.
  3. The new departure inherits the capacity, duration and assigned guides from the original.
  4. Each affected customer receives:
    • An SMS with the new date and time, your optional reason note, and a one-tap link to pick a different slot if the new time does not suit them.
    • An email with the same details.
  5. If any booking cannot move (for example, the new departure already has other bookings that would push it over capacity), the entire reschedule is cancelled and rolled back — so you never end up with half a trip on each of two days.

How to Reschedule a Departure​

  1. Open the experience and the specific departure you want to move (the schedule detail page).
  2. Click Reschedule slot in the top-right of the page.
  3. In the drawer that opens, pick the new date and the new start time (in your shop's timezone).
  4. Optionally add a short reason like "low water level" or "high winds" — this is included in the notification to each customer so they understand why the trip moved.
  5. Click Reschedule everyone.

Reschedule entire departure drawer with new date, new start time and reason fields

You will land on the new departure's detail page, with every booking now showing under the new time. The old departure will be empty.

What Customers See​

Each affected customer gets a message like:

Hi Amy, your Rapid River Outfitters booking #2389 has been moved to Mon 26 May, 6:30 AM — low water level. Can't make it? Pick another time: edash.co/...

The "Pick another time" link takes the customer to your existing self-service reschedule page, where they can choose any other available slot of the same experience. If the new time works, they do nothing — they are already booked for it.

Guide Conflict Warnings​

If any of the guides assigned to the new departure are already on another departure that overlaps the new time, EquipDash will surface a warning in the success message (for example: "Luis R. is already assigned to an overlapping departure at the new time"). The reschedule still completes — you will need to adjust the guide roster yourself for the new time.

Required Permissions​

To reschedule a whole departure, you need the Edit bookings permission (bookings.edit). Staff without this permission will not see the "Reschedule slot" button.

Weather Reschedule Agent​

If you use the Weather Reschedule AI agent (under Dash Agents → Browse templates → Activities & Adventure), it can propose a slot reschedule automatically when the forecast points to unsafe conditions. The agent never executes a bulk move on its own — it always surfaces the proposal to you for approval first.