Cancel a departure when the trip will not run at all, for example because of weather. Every confirmed booking on it is canceled with it, and you choose in the same window whether travelers are refunded and emailed.
A canceled departure can't be re-opened, and refunds can't be undone. Check the booking count and the refund amounts in the window before you confirm.
Cancel the departure
Go to Calendar & Scheduling, select the day, and open the departure.
Select Actions → Cancel departure (2). There is no need to send a Message customers (1) email first: the window below emails travelers for you.
Check how many confirmed bookings will be canceled. Choose a Reason, such as Weather or Operator cancellation, and type a note.
Under Refund, pick what travelers get back. The text under the field shows what each choice returns across all the bookings:
Full refund returns everything still refundable on each booking to the card that paid it.
Refund per cancellation policy returns what each booking's cancellation policy allows today.
No refund keeps the money. You can still refund bookings later, one by one.
Leave Email travelers about this cancellation ticked to send each traveler the standard cancellation email, stating their refund amount if any. Untick it if you have already told them or want to write your own message first.
Select Confirm.
What happens next
Every confirmed booking is canceled, one after the other. Its payment plan and remaining installments stop, its seats are released, and any unpaid payment link stops working.
Refunds go to the card each booking was paid with, usually visible within 5 to 10 business days. Money taken offline, such as a bank transfer you recorded by hand, is yours to return outside Samba.
Each emailed traveler is told exactly once. The booking's email history shows the message, and Send cancellation email on the booking is there if you unticked the box and change your mind.
GetYourGuide bookings are canceled in Samba only, with no refund and no email from Samba. The window lists them. Cancel each one in your GetYourGuide Supplier Portal as well so the traveler is refunded and told. See How GetYourGuide bookings work.
If you use Crew Management, the assigned crew are told, their assignments are canceled and open crew tasks are closed.
If a refund fails, for example because your payment gateway rejects it, that booking stays confirmed and the departure stays scheduled. The message on screen names the booking and the reason. Fix the cause and run Cancel departure again: it only touches the bookings that are still confirmed.
Can I move travelers to another date instead?
Can I move travelers to another date instead?
Yes, and do it before you cancel. Open each booking and use Change departure to move it to another date of the same experience that has room. See Edit a booking.
I only want to stop new bookings. Do I have to cancel?
I only want to stop new bookings. Do I have to cancel?
No. Close the departure instead. Existing bookings stay as they are.
I don't see the Refund field.
I don't see the Refund field.
It only appears when at least one booking has money that can be refunded through your payment gateway, and only for team members allowed to issue refunds. Without it, bookings are canceled without a refund.