Record a resource cancellation and find a replacement

Use this workflow when a guide or another resource tells you they can no longer cover an event. You can release that person's assignment, keep the history of their acceptance and withdrawal, and contact replacements without changing other assignments.

Before you start

You need permission to read resource requirements. Recording cancellations, releasing assignments and recording telephone responses also require permission to update resource requirements. Sending inquiries requires permission to create resource inquiries.

Record the cancellation

1. Open the event's resource requirements, the Allocation list, or the event in Calendar. At the relevant requirement, select Responses and replacement.
2. Find the person and select Record cancellation. Expand Response history if you need their earlier answers.
3. Enter the reason or telephone note.
4. Under Fee decision, choose whether to keep or remove this resource's fees. Keeping fees makes them a deliberate retained payment decision.
5. Under Notification, choose whether to email a cancellation confirmation. Review the recipient and message before confirming an email. The email includes a calendar cancellation for this resource; the event and other assignments stay active.
6. Select Review cancellation. Check the summary of the reason, fee decision, notification and email, then select Confirm cancellation.

The cancellation records who entered it and when. Only that person's assignment is released. If they were already released, the cancellation can still be recorded without removing whoever now occupies their former position. The original acceptance stays in the history, and the person is excluded from ordinary replacement selection.

Use Release assignment when staff are removing an assignment without a resource withdrawal. It retains the previous answer and does not record a refusal. The release dialog explains fee and email consequences.

Ask selected replacements

1. Select Start fresh inquiry round. An open position is required; accepted responses awaiting staff selection do not prevent further inquiries.
2. Tick each intended recipient in the Recipients list. Each person shows their previous answer. Resources that cannot be asked stay greyed out with the reason, for example already assigned, archived, no email address or not available at this time.
3. Previously declined and withdrawn resources are excluded by default. Tick Include previously declined resources or Include withdrawn resources only when you deliberately want to ask those people again.
4. Enter an internal reason for the round and select Review recipients.
5. Review the exact recipient list, previous answers, event and working times, email content and exclusions. The panel explains whether acceptance fills an open position automatically or waits for staff selection.
6. Select Send inquiries. The button shows how many recipients will be contacted, for example Send 2 inquiries.

Each selected recipient receives a fresh response opportunity, including people who previously accepted or did not answer. Earlier responses remain in Response history. Previous open inquiries for the selected recipients are superseded, and their old links cannot answer the new inquiry. Unselected resources and existing assignments remain unchanged.

Record a telephone response or correction

For an unassigned participant with an inquiry, select Record response, choose their answer and enter a note. This records the answer and its attribution without erasing the earlier response. Assigning the person is a separate action and checks availability again.

Check communication and recover failures

Use Refresh to update Communication status.

A targeted retry keeps the same response opportunity and does not resend successful recipients. If the assignment or availability changed while a dialog was open, refresh and review the selection before submitting again.

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