How can I change or cancel an event?

How can I change or cancel an event?

If for any reason you’re unable to run a scheduled tour, it’s essential that you manage it from your calendar in advance to minimize the impact on travelers.

Info
This article explains the options available to you, how to manage them step by step, and the potential consequences of each action.

Where to access these 2 actions from

To either modify or cancel an event, follow this path:

Edit tour → Calendar → Select the specific event

Once inside the event, you’ll be able to choose whether to modify or cancel it, depending on the situation.

1 - Modifying an event

Just like cancellations, event modifications are meant for very exceptional cases, as they create a poor experience for the walker by altering their plans. However, whenever possible, it’s better to modify an event than to cancel it.

What can you modify?

  • The date

  • The time

  • The maximum number of participants

Info
You can’t change the tour language once there are active bookings.

How to do it:

It’s very important that you first send a personalised message to the walkers through the platform, explaining that you plan to change the date/time of the event and try to reach an agreement with them. Clear and empathetic communication helps reduce the negative impact ❤️

Once you’ve reached an agreement with them—or if they don’t reply and you need to cancel—go to:
Calendar > Open the event > Edit (bottom left corner) > Modify (select the reason why you're making the change)

The system will automatically send an email to all walkers with a booking, informing them of the update.


Still, it’s very important that you send a personalized message through the platform, explaining the reason for the change.
Clear and empathetic communication helps reduce the negative impact ❤️

Warning

Keep in mind that if you change the date of an event, you won’t be able to:

  • Change it again

  • Create a one-time schedule in the time slot left by the modified event

2 - Canceling an event

You should only cancel an event if there’s no other option. Canceling is one of the worst experiences a walker can have on our platform 💔

How to do it:

From:
Calendar > Open the event > Edit (bottom left corner) > Cancel (choose the reason for canceling and write the message walkers will receive)

When you cancel, an automatic email is sent to the affected walkers.


Still, once again, it’s very important that you send a personalized message through the platform explaining the reason for the cancellation. Good communication is key to minimizing the negative impact on the walker and preventing negative comments about your tour or your management.

Warning
Keep in mind that if you have no choice but to cancel, doing it through the calendar is the only proper way.

Consequences of canceling

  • Impact on your visibility:
    No matter your account plan (PRO/HOBBY), if you accumulate too many cancellations, a “High cancellation rate” banner will appear on your tour, which discourages new bookings.


  1. Penalties:

    • PRO accounts: Credits are deducted at the time of cancellation.
      A refund can only be requested if:

      • The cancellation was due to a demonstrable force majeure.

      • You have contacted your Account Manager explaining the situation.

      • The Account Manager reviews the case and, if justified, will request the credit refund.

    1. HOBBY accounts: Repeated cancellations can lead to penalties or even the closure of the tour.

Warning
By default, all cancellations are considered unjustified. Only those related to health reasons, force majeure, or circumstances beyond the guru’s control can be disputed.


Here you can consult the Cancellations policy.

    • Related Articles

    • Avoid penalties, reduce your no-shows, and minimize your cancellations

      Guru no-shows and unexpected cancellations are two of the worst experiences a traveler can have on GuruWalk. A traveler who goes through this first experience may never want to use GuruWalk again, affecting GuruWalk’s reputation as well as other ...

    • Set up your tour availability: Events without bookings, group size, booking limit, and payment commitment reservations (PRO only)

      In this article, we explain three key points to configure your bookings: Block events without prior reservations Maximum number of walkers per event Maximum number of walkers per reservation You can find them in My Tours > Edit > Availability Block ...

    • What is the PRO plan and how to access?

      Without a doubt, the PRO plan is the best option for professionals on GuruWalk. It’s a paid plan that guarantees you get the most out of the platform for several reasons. Advantages of the PRO plan Better positioning All PRO tours are prioritized by ...

    • How to set a limit time to accept the first booking of an event?

      By default, travelers can book until the very last second before the tour starts. This can cause problems if you don’t see the booking in time and don’t show up at the meeting point. To avoid this, you can set a deadline for receiving the first ...

    • Reviews Policy

      At GuruWalk we are committed to the quality of the advertised tours available on the platform and Walkers' opinions are a useful source of evaluation based on the different experiences they have had when booking and/or enjoying an experience through ...