Once you've published activities on the Buddy Booking Platform, you'll need to manage changes while maintaining a smooth experience for your customers. Understanding when and how to make changes helps you maintain operational flexibility while ensuring customer satisfaction.
Understanding Activity States
Activities on the platform exist in different states that determine how they can be managed and what changes are permitted. Understanding these states is crucial for effective activity management.
Draft Activities
Draft status gives you complete flexibility to configure and refine your activity before making it available to customers. In draft state:
All details can be modified freely
No bookings exist yet
Changes don't affect customers
Testing and refinement is possible
Preview options are available
Published Activities
Published activities are live and available for booking. Management options depend on whether bookings exist:
Without Bookings
Published activities with no current bookings offer significant flexibility:
Most details can be modified
Pricing can be adjusted
Schedules can be changed
Capacity can be updated
Customer types can be modified
With Bookings
When customers have booked an activity, certain restrictions apply to protect their experience:
Core details must remain consistent
Pricing cannot be changed
Customer types remain fixed
Limited schedule adjustments
Careful capacity management
Unpublished Activities
Unpublishing an activity removes it from new bookings while maintaining existing ones:
No new bookings accepted
Existing bookings preserved
Historical data maintained
Can be republished later
Good for seasonal pauses
Making Changes to Published Activities
When you need to modify a published activity, understanding the available options helps you make changes effectively while maintaining customer satisfaction.
You can edit activities by navigating to Settings > Activity Management > Activities > Click on the Actions > Edit.
Permitted Changes
Always Editable
Some elements can be updated regardless of booking status:
Activity descriptions
Meeting instructions
Image galleries
Internal notes
Team assignments
Booking-Dependent Changes
Other changes depend on existing bookings:
Location updates (with customer notification)
Future date additions
Capacity adjustments
Add-on modifications
Change Implementation
Without Bookings
When no bookings exist:
Access the activity details
Make necessary modifications
Review all changes carefully
Save and republish
Verify updates are live
With Bookings
For activities with existing bookings:
Review current bookings
Assess change impact
Prepare customer communications
Implement allowed changes
Send notifications if needed
Handling Special Situations
Location Changes
When you need to update an activity's location:
Customer Communication
Prepare clear explanation
Detail new location benefits
Provide updated instructions
Include maps and directions
Offer support contacts
Implementation Process
Update location details
Review meeting instructions
Adjust timing if needed
Send notification emails
Follow up as necessary
Schedule Modifications
Managing schedule changes requires careful coordination:
Assessment
Review existing bookings
Check resource availability
Consider customer impact
Evaluate alternatives
Prepare contingencies
Implementation
Update available times
Adjust related schedules
Communicate changes
Handle conflicts
Document modifications
Deleting Activities
Sometimes you may need to remove activities from your offerings. Understanding the implications and proper process helps maintain customer satisfaction.
Before Deleting
Consider these factors:
Existing booking status
Historical data needs
Future planning requirements
Customer communications
Alternative offerings
Deletion Process
For Draft Activities
Review activity details
Confirm deletion intent
Remove from system
Update related plans
No customer impact
For Published Activities
Without bookings:
Review activity status
Check for dependencies
Confirm deletion
Update related offerings
Remove from system
With bookings:
Review all bookings
Contact customers
Offer alternatives
Process refunds if needed
Document all actions
Frequently Asked Questions
Frequently Asked Questions
Activity States
Q: When should I unpublish versus delete an activity?
A: Choose based on your needs:
Unpublish when:
Temporarily stopping offerings
Seasonal activities pause
Reviewing major changes
Maintaining booking history
Planning future reuse
Delete when:
Permanently discontinuing
Replacing with new version
Cleaning up old listings
No historical need exists
Fresh start required
Q: Can I convert an unpublished activity back to draft?
A: No, activity states progress forward only:
Draft → Published
Published → Unpublished
Create new draft if needed
Copy details to new activity
Review all settings
Making Changes
Q: What's the safest way to update a published activity?
A: Follow these best practices:
Review existing bookings first
Document current settings
Make changes incrementally
Test all modifications
Communicate clearly
Monitor after changes
Q: How do I handle price changes for published activities?
A: The approach depends on bookings:
Without bookings:
Update pricing directly
Review all price points
Verify changes
Monitor impact
With bookings:
Create new activity version
Set new pricing
Phase out old version
Honor existing bookings
Communicate clearly
Booking Management
Q: What if I need to change something that affects current bookings?
A: Handle with care:
Review all affected bookings
Prepare clear communications
Offer alternatives
Consider compensation
Document all actions
Follow up appropriately
Q: How do I manage overbookings?
A: Address promptly:
Review capacity settings
Contact affected customers
Offer alternatives
Consider upgrades
Document resolutions
Update procedures
Best Practices
Q: How often should I review published activities?
A: Regular reviews help maintain quality:
Weekly operational checks
Monthly content reviews
Seasonal pricing updates
Annual complete audit
Post-incident assessments
Q: What makes activity management efficient?
A: Focus on these areas:
Clear internal procedures
Regular status reviews
Proactive communications
Documented changes
Staff training
Customer feedback integration