Why it matters

Once a trip is booked, plans change. A guest wants a different time. A friend wants to join. A sale needs a teammate's eyes on it before it goes any further. None of that is a cancellation — it's ordinary upkeep on a booking that's still happening, and TripWorks gives you one consistent action window for most of it, plus a couple of trip-level tools for the rest.

What you'll learn

• The three actions inside the Rebook window — Reschedule, Change Activity, and Clear Date/Time — and which permission each one needs.
• The difference between Add Guest (a blank ticket) and Clone Booking (copies an existing guest's ticket and add-ons), and how capacity and resource limits apply to each.
• How to stack a second activity onto an existing confirmation code with Add Activity, instead of just adding another guest.
• The difference between the lead traveler and the point of contact, and how to fix either one after a trip is already booked.
• How to flag a sale to a specific teammate with a note, and where that teammate sees it.
• Why a trip can resist being edited, cloned, or deleted — and what to do about it.

Prerequisites

• A trip that's already booked, with at least one guest and activity on it.
• The rebooking and/or booking-edit permission, depending on which change you're making.

Making the change

1. Open the Rebook window. From the trip, select the activity and choose Rebook (it reads Reschedule if there's no date yet). Three actions live here: Reschedule moves the same activity to a new date and time. Change Activity moves the guests to a different experience entirely. Clear Date/Time unschedules the booking — it removes the date but keeps guests, payments, and add-ons exactly as they were, ready to rebook later. Reschedule and Change Activity need the rebooking permission; Clear Date/Time needs the booking-edit permission.
2. Add a guest, or clone one. Someone wants to join a trip already on the books? Add Guest gives you a fresh, blank ticket — pick the type and quantity, fill in details after. Use it when the new person is different from the group. Clone Booking, from an existing guest's Actions menu, copies that guest's ticket type and add-ons instead — the fast path when the newcomer wants the same thing. Either way, capacity still applies: an oversold timeslot just warns you, but a maxed-out resource blocks the add until one frees up.
3. Add a whole second activity. A guest wants to add a different activity instead of another person — morning kayak, afternoon sunset cruise? That's Add Activity, from the trip's Actions menu. Pick the activity, its own date, time, and tickets, and it joins the same booking under one confirmation code and one combined payment.
4. Fix the lead traveler or point of contact. The lead traveler is the first guest listed on the trip — someone actually going. The point of contact is whoever booked it, and by default receives confirmations and reminders. Set either wrong? No rebooking needed. Change the lead traveler by editing that guest's details — TripWorks asks Update (you're correcting who this person really is) or Split (a genuinely different person is now traveling while the original booker stays the point of contact). Change the point of contact from the trip's Guest Info instead.
5. Flag a sale to a teammate. Open the trip, select Flag, pick who under Flag Sale To, and explain why in Comment/Notes. You flag to other people, never yourself — it's a targeted handoff, not a personal to-do. That teammate sees it in their notification bell, a Flagged Trips section on their dashboard, and the Flagged Trips report.

Why a trip resists changes

Most often it's locked — TripWorks locks a trip automatically about fourteen days after its activity date has passed, so old bookings can't quietly rewrite reports you've already run. Select Unlock, with the right permission, make your edit, then re-run any affected reports. Cloning has its own extra blockers even when unlocked: no permission, a deleted trip, or no availability left to clone into. And Delete only appears when a booking has zero payments — once money has changed hands, you cancel or refund first, you don't delete.

Common mistakes

• Trying to reschedule or unschedule without the right permission. Reschedule/Change Activity need the rebooking permission; Clear Date/Time needs booking-edit — check which one is missing before assuming something's broken.
• Adding a guest when Clone Booking would've been faster. If the newcomer wants exactly what an existing guest has, clone their ticket instead of building a new one from scratch.
• Flagging yourself. Flag Sale is a handoff to someone else, not a personal reminder.
• Assuming Delete is available on a paid booking. It only shows up with zero payments — cancel or refund first.

Expected final result

A booking that reflects reality — the right date, the right activity, the right guests, the right point of contact — updated without ever touching cancellation, plus a clear answer the next time a trip won't let you edit, clone, or delete it.

FAQ

What's the difference between Reschedule, Change Activity, and Clear Date/Time?

All three live in the same Rebook window. Reschedule moves the same activity to a new date and time. Change Activity moves the guests to a different experience entirely. Clear Date/Time unschedules the booking, removing the date but keeping guests, payments, and add-ons exactly as they were.

What permission do I need to rebook or unschedule a trip?

Reschedule and Change Activity need the rebooking permission; Clear Date/Time needs the booking-edit permission. If a teammate can't do one of these, that's almost always why.

What's the difference between Add Guest and Clone Booking?

Add Guest gives you a fresh, blank ticket to fill in from scratch. Clone Booking copies an existing guest's ticket, including add-ons, from that guest's Actions menu. Use Clone Booking when the newcomer wants the same thing an existing guest already has.

How do I add a second activity to a booking that's already made?

Use Add Activity from the trip's Actions menu. It joins the new activity, with its own date, time, and tickets, to the same booking under one confirmation code and one combined payment — different from Add Guest, which only adds a person to the activity already there.

How do I fix the lead traveler or point of contact after a trip is booked?

Change the lead traveler by editing that guest's details; TripWorks asks whether to Update (you're correcting who this person really is) or Split (a different person is now traveling while the original booker stays the point of contact). Change the point of contact from the trip's Guest Info instead.

Why can't I edit, clone, or delete a trip?

A trip locks automatically about fourteen days after its activity date has passed, blocking edits until someone with the Unlock permission reopens it. Cloning has its own blockers even when unlocked — no permission, a deleted trip, or no availability left to clone into. Delete only appears on a booking with zero payments; once money has changed hands, you cancel or refund instead.

Transcript

Once a trip is booked, plans change — a guest wants a different time, a friend wants to join, a sale needs a teammate's eyes. This lesson covers everything you can do to an existing booking short of cancelling it outright — cancelling gets its own lesson right after this one.

Start every change the same way: open the trip, select the activity, and choose Rebook — it reads Reschedule if there's no date yet. That opens a window with three actions. Reschedule moves the same activity to a new date and time. Change Activity moves the guests to a different experience entirely — biking to kayaking, say. Clear Date/Time unschedules it: removes the date but keeps guests, payments, and add-ons exactly as they were, ready to rebook later. Reschedule and Change Activity need the rebooking permission; Clear Date/Time needs the booking-edit permission — if a teammate's missing one, that's almost always why.

Someone wants to join a trip already on the books? Two ways in. Add Guest gives you fresh, blank tickets — pick the type and quantity, fill in details after. Use it when the new person is different from the group. Clone Booking copies an existing guest's ticket, add-ons included, from that guest's Actions menu — the fast path when the newcomer wants the same thing. Either way, capacity still applies: an oversold timeslot just warns you, but a maxed-out resource like a kayak blocks the add until one frees up.

A guest wants to add a whole second activity instead — morning kayak, afternoon sunset cruise? That's Add Activity, from the trip's Actions menu. Pick the activity, its own date, time, and tickets, and it joins the same booking under one confirmation code and one combined payment. Add Activity stacks a new experience onto the trip; Add Guest just adds another person to the activity that's already there.

One distinction decides who gets every automated email. The lead traveler is the first guest listed on the trip — someone actually going. The point of contact is whoever booked it, and by default receives the confirmations and reminders. Usually one person fills both roles; they split when someone books for others — a gift, an office manager booking a group they won't join.

Set either wrong? Fix it on the trip, no rebooking needed. Change the lead traveler by editing that guest's details, and TripWorks asks Update or Split: Update if you're correcting who this person really is, Split if a genuinely different person is now traveling while the original booker stays the point of contact. Change the point of contact from the trip's Guest Info instead — correct their details, or hand the role to someone else.

Sometimes a booking needs one specific teammate's eyes — a payment issue, a VIP guest, something you were asked to route along. That's Flag Sale: open the trip, select Flag, pick who under Flag Sale To, and explain why in Comment/Notes. You flag to other people, never yourself — it's a targeted handoff, not a personal to-do. That teammate then sees it in their notification bell, a Flagged Trips section on their dashboard, and the Flagged Trips report.

Last piece: why a trip sometimes resists you entirely. Most often it's locked — TripWorks locks a trip automatically about fourteen days after its activity date has passed, so old bookings can't quietly rewrite reports you've already run. Select Unlock, with the right permission, make your edit, then re-run any affected reports. Cloning has its own extra blockers even unlocked: no permission, a deleted trip, or no availability left to clone into. And Delete only appears when a booking has zero payments — money's changed hands, you cancel or refund first, you don't delete.

That's everything short of ending a booking. When a guest genuinely isn't coming back, that's cancellation — and it comes with one gotcha worth its own lesson: cancelling never refunds money automatically. That's exactly where the next lesson, Canceling a Booking, picks up.

Related lessons

• Canceling a Booking (coming soon)
• Creating a Booking (coming soon)
• Refunding a Booking & Handling Disputes (coming soon)

Learn more

• Reschedule, unschedule, or cancel a trip
• Add a guest to an existing trip
• Book multiple activities in one reservation
• What's the difference between the lead traveler and the point of contact?
• Can I change the lead traveler and/or point of contact after a trip is booked?
• What does it mean to unlink a customer?
• How to flag and unflag a trip
• Why can't I edit a trip?
• Why can't I clone a booking?
• Delete a booking