How to Create Cancellation Policies

Cancellation Policies are optional.

• If online cancellation has been enabled and there are no cancellation policies in place, members will be able to cancel their reservation through the My Bookings tab, right up until the start time of the event.
• Cancellation policies can be created at any time.
• Once they are created they can be applied to any event in the future.

Reasons to create a Cancellation Policy

1. Club does not want members to cancel registration right up to the start time of the event. 
   • Setup policy with Cancellation End Date Only - This will determine when the cancel button will be removed from My Bookings tab.
2. Inform members that a penalty will be applied if they cancel during a specific period.
   • Setup policy with Cancellation Window Only - The penalty can be a flat fee or a percentange of the registration fee.
3. Club wants to set a date when the cancel button will be removed from My Bookings tab and inform members that there’s a penalty if they cancel during a specific period. 
   • Setup policy with Cancellation End Date and Cancellation Window

To create a new Cancellation Policy

1. Select New Policy button.
2. Policy Name: Give the policy a name.
   • All Cancellation Policies must have a unique name.
3. Cancellation End Date:
   • Use this to set last date to cancel a registration.
   • Select checkbox beside Enable (This can be enabled on its own without the Cancellation Window being enabled.)
     • X Day(s) at X before the event start time - Enter date and time registrants can be cancelled prior to the Event start date. This is when the cancel booking button will be hidden from My Bookings tab.
     • For example, if the Cancellation End Date was to occur 3 days prior at 3:00 pm. and the New Year’s Eve event was scheduled to start on December 31st at 8:00 pm. Members could not cancel their bookings after December 28th at 3:00 pm.
     • All Cancellation Policies must have a Cancellation End Date if the club doesn’t want members to cancel right up until the start time of the event.
4. Cancellation Window:
   • Use this to inform members that there’s a penalty for cancellations after a certain date and time.
   • Select checkbox beside Enable (This can be enabled on its own without the Cancellation End Date being enabled.)
     • X Day(s) at X before the event start time - Enter the start date and time of the period during which cancellations are penalized. (i.e., 2 days prior at 5:00 pm.)
       • The start date of the Cancellation Window must predate the Cancellation End Date, otherwise the policy will not save. 
     • Will be charged X $ flat fee / % of registration fee - Enter the penalty as a flat fee or a percentage of the price of admission.
       • The penalty is going to be displayed as text, no payment is taken during cancellation. Administrators will manually apply penalties when they access the event report.
5. Preview
   • As the Cancellation End Date or Cancellation Window is enabled. The date number of days / time and penalties selected will auto-populate in this section. This is the text displayed for members to see in the event details under the More Info section.  
     • Only the date / time and penalties that are configured on this screen can be edited, not the text. 
6. Click Save - The Cancellation Policy will be added to the Table with other policies that have been created.​

 

Table Columns

Default

• Can be left unchecked for all policies.
• Only one policy can have this box selected at a time.
• The policy that is defaulted, will automatically be assigned when a new registration event is created.

Policy Name

• Internal policy name assigned when the policy was created.

Cancellation End Date

• This is when the cancel booking button will be hidden from My Bookings tab. This is in relation to the event start time.

Cancellation Window

• This will inform members that a penalty will be applied if they cancel between the start date of the event and the window indicated.

Edit
Click the pencil icon to make changes.

• If the policy has never been assigned to an event, all parameters can be changed. (Delete column will have an X)
• If the policy has already been used, only the policy name can be changed. (Delete column will display In Use)

Delete

• X icon - Click the X icon to delete a policy, click ok in confirmation box to complete the deletion.
• In Use
  • The policy has been assigned to an event and there are registrants for that event.
  • These policies cannot be deleted.

These policies will now be accessible when a new registration event is being created.