Cancel, refund, or issue coupons for many reservations at once
Bulk cancel lets you cancel, refund, or issue coupons for a whole group of reservations in one run, for example when you close early for weather or a private event takes over the venue. You pick a date range and a time window, choose what happens to the money, then review the list before anything changes.
Bulk cancel is the only bulk action in the Host App. To change the time, date, or lanes on a reservation, modify each reservation individually.
Bulk cancel is part of the new Host App design and is run by admins. Staff without permission to cancel or refund can open it, but every reservation they try will fail. If you don't see Bulk cancel on your Reservations page, contact Rex Support.
Pick the reservations
Navigate to Reservations
Tap Bookings in the bottom bar to open the Reservations list, then select the Today, This week, or Custom tab. Bulk cancel doesn't appear on the All tab.
Click Bulk cancel
Bulk cancel sits in the tab row next to the reservation count. The Bulk cancel panel opens and asks you to pick the dates and the window to clear.
Set the dates and time window
Use From and To for the dates, and Start and End for the time window. The window defaults to your calendar hours and moves in 30-minute steps. Any reservation that overlaps the window is included, not only the ones that start inside it.
Click Next
Rex loads every reservation in the range. Blocks and reservations that are already cancelled are left out. If nothing matches, the button reads No reservations in range.
A single run covers up to 31 days. If you pick a longer range, only the first 31 days are included, so run it again for the rest.
Choose what happens
Pick one option for the whole batch:
Cancel and refund
DefaultFrees the lanes and refunds the guests to their original payment method.
Best for: Closures where guests should get their money back.
Cancel, keep payment
Frees the lanes. Guests are not refunded.
Best for: Clearing no-shows or bookings you've already settled another way.
Cancel and issue coupon
Frees the lanes and gives each guest a coupon code for the amount instead of a refund.
Best for: Keeping the revenue while inviting guests back on another day.
Refund only
Sends money back but keeps the reservations on the books. Nothing is freed.
Best for: Partial refunds for a disruption when the guests still come in.
Cancel and issue coupon only appears when Discounts Enabled is turned on for the venue.
For any option that moves money, choose how much each guest gets back. The amount is worked out per reservation, from what that guest actually paid.
| Field | Description |
|---|---|
| 25% / 50% / 75% / 100% | A percentage of what each guest paid. For a deposit booking, that's a percentage of the deposit. 100% is selected by default. |
| Custom | A flat dollar amount per reservation. It's capped at what each guest paid, so a guest is never refunded more than they spent. |
Under the amount, Rex shows the total across the batch. Reservations where the guest paid only part of the total show a note like Paid $40 of $100. If nothing in the batch was paid, Rex tells you no money will move. Cancellation fees from your package policy don't apply to a bulk cancel. Any modification fee the venue keeps is already taken out of the refundable amount.
Review and run
Review the list
Every reservation in the range starts selected, with the guest name, date, time, and party size. Untick any you want to keep, or use Select all and Clear. Changing the dates or the time window resets your selections.
Click the confirm button
The red button spells out what will happen, for example Cancel 12 reservations · refund $480. There is no second confirmation, so check the count and amount before you tap it.
Verify the results
When the run finishes, the panel shows Done with how many reservations were cancelled and how much was refunded or issued as coupons. Tap Close to return to the list.
If the results say some reservations were refunded but could not be cancelled, those guests already have their money back. Cancel them individually, and don't refund them again.
Reservations that couldn't be processed at all are left unchanged. Open them from the list to finish them one at a time.
What guests receive
- Every cancelled guest gets your cancellation email, Your Reservation at [venue] has Been Canceled, plus a text if your venue has cancellation texts turned on.
- With a partial refund or coupon (less than 100%), guests get a separate refund or credit email first, then the cancellation email.
- Coupon codes are single-use, worth a fixed dollar amount, valid for any package at your venue, and expire one year after they're issued. The code is created automatically and included in the guest's email.
- If a package has guest notifications turned off, its guests don't receive the cancellation email or text.
Freed lanes open up for new bookings right away. If your venue is connected to Tripleseat, the matching events are cancelled there too.
Updated Oct 8, 2026
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