--- title: "Move or cancel meetings booked with your event team | Ticket Fairy Guides" description: "Find any meeting booked with your event team, see its history and why it went to that person, then move it, give it to a colleague or cancel it, and the guest is emailed each time." canonical: "https://www.ticketfairy.com/guides/move-or-cancel-meetings-booked-with-your-event-team" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Move or cancel meetings booked with your event team Your brand and team # Move or cancel meetings booked with your event team Plans change on an event: a sponsor call clashes with a site visit, a colleague is off sick, a supplier pulls out. From one list you move the meeting, give it to a colleague or cancel it, and the guest gets an updated invite or an email straight away. Takes: 4 minutes - [Open Bookings](#step-1) - [Find the meeting](#step-2) - [Open the meeting](#step-3) - [Move the meeting to another time](#step-4) - [Give the meeting to a colleague](#step-5) - [Cancel the meeting](#step-6) - [Check the history](#step-7) ## Before you start - You can see and change every meeting booked with your brand with an owner, admin, producer, marketing, support or stats login, on every plan. 1. ## Open Bookings Go to your brand, select **Meetings**, then **Bookings**. **Upcoming** lists the meetings coming up, soonest first. 2. ## Find the meeting Optional: Select **Past**, or narrow the list by **Status**, **With** or **Meeting**. The list shows 50 meetings at a time. **Tip:** Select **Show more** under the list for the next 50. 3. ## Open the meeting Select the meeting. It opens with the time for you and for the guest, who it's with, where it happens, anyone else invited, **Why it went to this person** and its **History**. 4. ## Move the meeting to another time If the meeting needs a new time, select **Move to another time**, choose the **Date** and **Time**, then select **Move meeting**. The guest gets an updated invite and an email with the new time. **Note:** The date and time are in your timezone. The same people must be free at the new time. 5. ## Give the meeting to a colleague If someone else should take it, select **Hand to a colleague**, choose them in **Colleague**, then select **Hand over**. The meeting, its invite and its video link move to your colleague, and the guest is emailed that they're now meeting them. **Note:** Your colleague must be free at that time, and the time stays the same. A meeting that everyone together takes stays with them; move it instead. 6. ## Cancel the meeting If the meeting isn't happening, select **Cancel meeting**, enter a reason in **Reason (the guest sees it)**, then select **Cancel meeting**. The guest gets an email that the meeting is canceled, and it's removed from the calendar. **Warning:** A canceled meeting can't be booked again. To meet the guest another time, book a new meeting from **Find a time**. 7. ## Check the history Check the meeting's **History**. Each change has its own line with who made it and when, such as "Ana Diaz moved it from Thu 15:00 to Fri 15:00". ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai can list and open your meetings, say why each went to its person, and move a meeting, give it to a colleague, cancel it or mark a no-show. She shows you the change and asks you to approve it first, and says so if someone else changed the meeting a moment before. ### In your dashboard, with Fai ``` Move my sponsor pitch with to friday at 3pm and tell me when the new invite has gone ``` ## Mark a guest as a no-show Open the meeting after it starts, select **Mark as no-show**, then **Mark as no-show** again to confirm. The meeting shows "No-show", and if its meeting type sends a rebook link, the guest is emailed a link to choose a new time with the same person. **Note:** You can mark a no-show from the start of the meeting until it ends. After that, the meeting shows "Took place". Fai can mark a guest as a no-show once the meeting has started, after you approve it. ### In your dashboard, with Fai ``` Mark as a no-show, they didn't turn up to the 2pm ``` ## Send the invite again If a meeting shows "Invite not sent", open it and select **Try again**. The meeting reads "We are sending the invite and making the video link." until both are done. **Note:** The meeting stays booked while the invite is missing, and the guest still has their confirmation email. If it fails again, the person taking it reconnects Google Calendar and Zoom on their **Availability**. Fai can try sending the invite and making the video link again, after you approve it. ### In your dashboard, with Fai ``` The invite for my meeting with wasn't sent, try again ``` ## Questions you might have **Can a guest move or cancel the meeting themselves?** Yes. Their confirmation email has a button to change or cancel the meeting. A move or cancellation they make shows in the meeting's **History** with "The guest" as the person who made it. **What do the statuses mean?** "Booked" is a meeting still to come or under way. "Took place" is a meeting that ended. "No-show" is one where a team member marked that the guest didn't come, and "Cancelled" is one that you or the guest canceled. **What if someone else changed the meeting at the same moment?** Your change isn't saved, and the meeting shows how it is now with a message that someone else changed it a moment before. Check the new state, then make your change again if it still applies. **Why did a meeting go to this person?** **Why it went to this person** on the meeting says so. A meeting you booked from **Find a time** says "Booked directly by your team." **Why can't I give a meeting to a colleague?** Your colleague must take meetings, have **Taking meetings** on and be free at that time. If they're busy, the dashboard tells you; choose someone else or move the meeting first. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/teams-and-security) - [Find a time for an event meeting that suits everyone, and book it](https://www.ticketfairy.com/guides/find-a-time-for-an-event-meeting-and-book-it) - [Set when you take meetings about your events](https://www.ticketfairy.com/guides/set-when-you-take-meetings-about-your-events) - [Create a meeting type for your event calls](https://www.ticketfairy.com/guides/create-a-meeting-type-for-your-event-calls) - [Invite promoters to your collective so they can sell tickets for your events](https://www.ticketfairy.com/guides/invite-people-to-your-collective) - [Set up a brand kit for your events](https://www.ticketfairy.com/guides/set-up-your-brand-kit) - [Create your Ticket Fairy account and brand to start selling tickets](https://www.ticketfairy.com/guides/create-your-account-and-first-brand) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/teams-and-security) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)