With Cancellations in Insights, you can see which bookings, options, and requests have been canceled, why that happened, and which margin was lost as a result.
Use this page to identify patterns and analyze causes. The cancellation itself always occurs from the respective booking, option, or request.
Cancel a confirmed booking
Open the booking from Bookings, Planning, or via the details button in a report.
- Select Cancel Booking under Actions.
- Choose the cancellation date.
- If possible, select a cancellation reason. Without a reason, the booking appears in the report under No cancellation reason.
- Check Cancellation initiated by client if the customer started the cancellation.
- If desired, add a note under Cancellation note.
- Check if billable items need to be credited and if a credit invoice needs to be sent.
- If applicable, select the recipients of the cancellation confirmation and save.
The booking will be retained with the status Cancelled.
With Undo cancellation, you can restore a booking. Always check any previously created credit invoices and sent messages. These will not be automatically reversed.
Let an option expire
- Open the option and choose Remove option under Actions, or use Extend option and select cancel there.
- If desired, choose a cancellation reason and add a message.
- Select the recipients when you want to send a message about the expiration of the option.
- Confirm the action.
The option will receive the status Expired and will appear in Cancellations under Options.
The expiration date is recorded at the moment you let the option expire.
Close a request
A request does not have a separate button Cancel Booking or Remove Option.
Therefore, process the request in the request or availability workflow, for example by not continuing or rejecting it.
When a request is recorded as canceled, it will appear in Cancellations under Requests.
The reporting itself does not change any statuses. The detail button at the end of a line only opens the existing booking.
Set cancellation reasons
Manage cancellation reasons via Account settings > Custom lists and labels > Cancellation reasons.
There are two groups:
- Client reasons: for options and requests, such as a different event booked, budget limitation, or location not available.
- Internal reasons: for confirmed bookings, such as insufficient ticket sales, artist illness, or force majeure.
Select the language you want to edit at the top.
For a custom reason, fill in a short tag and a longer description. The short tag is the recognizable reason that appears in the booking and in the Cancellations overview.
Standard reasons can be hidden with Hide reason. Historical bookings will retain their reason, but this will no longer be available for new cancellations.
Custom reasons can be modified or deleted.
Keep short tags compact and consistent, for example Budget, Artist Illness, or Rescheduled. This keeps the summary cards clear.
Using the Cancellations page
Open Insights > Cancellations.
The page consists of filters, three summary cards, and a detailed overview.
Select the period
With the period selection and the arrows, you determine which cancellations you want to view.
You can choose from month, quarter, year, year to date, or a custom date range.
Date of performance or Date canceled
You can determine on which date the selected period is applied.
Date of performance
Shows canceled bookings, options, and requests based on the date the performance was scheduled.
Use this view, for example, when you want to know which performances did not take place within a specific season or calendar year.
Date canceled
Shows cancellations based on the date the cancellation was recorded.
Use this view, for example, when you want to analyze which cancellations you processed this month or this quarter.
Filter results
With the filter panel, you can further refine the results.
- Location: search by the booking location.
- BUMA view: view amounts including or excluding BUMA.
- Client: show only results from a specific relationship.
- Artists: select one or more artists.
- Assigned to: view only results from a specific agent.
- Labels: limit results to bookings with certain labels.
All filters are combined and apply to the summary cards, the table, the totals, and the export.
Summary cards
At the top, you see three cards that divide the canceled items based on their original status:
- Confirmed: canceled confirmed bookings.
- Options: expired or canceled options.
- Requests: canceled requests.
Each card groups the results by cancellation reason.
Count shows the number of canceled items and Amount shows the total lost margin within that group.
Click on a card to limit the detail table to that category. Click again to remove the selection.
Understanding the detail table
Each row in the table shows the key data of a canceled booking, option, or request.
- Date: the date and time of the scheduled performance.
- Status: the status after cancellation, such as Canceled or Expired.
- Artist: the artist of the booking.
- Event: the associated event.
- Client: the customer of the booking.
- Cancellation: the date the cancellation was recorded.
- Reason: the selected short tag or No cancellation reason.
- Lost: the calculated margin of the canceled item.
Click on a column title to sort the table.
The totals at the bottom apply to the entire current selection, even when the results are spread over multiple pages.
What does Lost mean?
Lost is the calculated margin of the canceled booking, option, or request: sales minus purchases.
This is not an automatically recorded damage claim and not necessarily the same as a credited amount.
When financial data of the booking is adjusted, the calculated lost margin may also change.
With Including BUMA, BUMA is included in sales and purchases.
With Excluding BUMA, BUMA is deducted from both amounts before the margin is calculated.
Always use the same BUMA view for comparisons.
Export to Excel
With Export Cancellations, you can download the active selection as an Excel file.
The export includes not only the visible data but also additional information, such as location, contact details, booking status, purchases, and sales.
This allows you to further analyze the causes and financial impact of cancellations outside of Artwin Live.
Good to know
- Record a reason for every cancellation. This makes the summary cards and analyses much more useful.
- Use Date canceled for current monitoring. This allows you to see which cancellations have been processed recently.
- Use Date of performance for evaluations. This allows you to analyze which scheduled performances did not take place in a specific period.
- Look at both counts and amounts. A common reason does not have to have the greatest financial impact.
- The reporting does not change any bookings. Cancellations, restorations, and credits always occur from the booking itself.
With Cancellations in Insights, you can not only see how many bookings, options, and requests are lost, but also why this happens and what financial impact it has. This way, you can recognize recurring causes and adjust more targetedly.