Rescheduling or cancelling a hunt and notifying clients
Move a booking's dates or cancel it — and choose whether Hunt Outfitter tells the client for you.
Plans change — weather turns, tags fall through, a hunter has to move their trip. Hunt Outfitter can notify the affected client for you whenever you reschedule or cancel a booking, so you never have to remember to send the heads-up yourself. Every place you can move dates has a "Notify the client" checkbox, and its default depends on what you're doing: a genuine reschedule assumes the client should hear about it, while a planning move on the season roster assumes they shouldn't.
Reschedule or cancel a single booking
- Open the booking and choose Reschedule.
- Pick the new hunt start and end dates (or choose Cancel to call the trip off).
- Optionally add a reason — it's included in the client's notice and the activity log.
- Leave "Notify the client (text + email)" ticked — it's on by default here. Untick it for data-entry corrections where the client's real dates never changed.
- Save. If the notify box was ticked, the client gets the change automatically.
Shift a whole day at once
From the calendar, you can reschedule or cancel every booking on a given day in one action — useful when a storm closes camp. Each affected client is notified individually with their own updated dates. The same notify checkbox applies (on by default; untick for corrections) — with one exception: cancelling a day always notifies.
Moving bookings on the season roster
The season roster's "Move to…" action is built for planning, and it works the other way around: notifications are OFF by default. Moving a hunter (or a whole party — parties always move together) to a different hunt week snaps their dates to that week, but no one is emailed or texted unless you tick the notify box. That's deliberate — rebalancing weeks during planning shouldn't message anyone. If the move is a genuine reschedule the hunter should hear about, tick "Notify the client" before confirming.
If you use "Move to…" to reschedule someone, remember to tick the notify box — the roster assumes you're planning, not rescheduling, so by default the client is NOT told their dates changed. Detaching a booking to season-wide never sends anything (dates don't change).
How clients are notified
Notifications go out by email and in the client portal, plus a text message to clients who have opted in to SMS. The notice only fires when the dates actually change or the booking is cancelled — saving an unrelated edit (like a note or price) won't ping the client, even with the notify box ticked.
Automatic reschedule-and-cancel notifications are available on the Solo plan and up. On Starter and Basic you can still change a booking's dates from the edit form — you just let the client know yourself.