Cancellations fees can be set up for activity operators using our Reservations/Scheduler modules. We recommend setting up cancellation reasons so you can get accurate reporting around cancellations and also apply cancellation fees correctly if applicable. 


TABLE OF CONTENTS


Set up cancellation reasons

IBIS allows you to set up and manage your cancellation reasons to prompt users to capture the cause of any cancellations on the booking. Cancellation fees will automatically calculate the refund due when the reason is selected ensuring your staff are charging the correct cancellation fees for the situation.  


Cancellation reasons will be prompted on the Booking screen immediately after they are set up. If you are setting up for the first time, we recommend doing this after hours so your list of reasons is complete. 


Follow these steps to set up:

  1. Open the Cancellation reason screen and click Add
  2. Enter your cancellation reason
  3. In the fee field, specify the appropriate cancellation charge. E.g. a weather-related cancellation would normally incur no cancellation fees so the fee remains at 0. If someone wanted to cancel within 2 hours of travel, they may not be due a refund in which case the fee would be set to 100%.
  4. Decide whether this reason should appear on your Cancellation reports - e.g. you may wish to exclude test bookings.
  5. Click Save.  


Prevent users from editing checked-in bookings

If you are changing the status of reservations to checked-in when your customers arrive, you can prevent users from making any additional edits after the booking status is updated as follows:  

  1. Open the System settings screen
  2. Under the Reservations section, enter a password in the Edit checked in booking password field.
  3. Save your changes. Staff will now be required to enter the specified password if they edit a booking after the status is updated.


Prevent users from editing bookings after the travel date

If you do not wish to change the booking status to checked in as described above, or if you still need to allow edits after bookings are checked in, you can still prevent booking edits anytime after the travel date by specifying a locked booking password as follows: 

  1. Open the System settings screen
  2. Under the Reservations section, enter a password in the Edit locked booking password field.
  3. Specify the number of days after the date of travel you will still allow edits in the Lock bookings after X days field.
  4. Save your changes. Staff will now be required to enter the specified password if they edit a booking after the number of days specified has passed.


Prevent users from editing pricing

It is possible to edit pricing on bookings and/or tickets. To restrict users from editing pricing, you can change the following settings: 


To restrict editing on the Booking/Scheduler Booking screens, open the Price option screen and set the edit policy to No edit for all your standard price options. It is a good idea to carefully check that all promotions, and/or pricing is set up correctly before you do this. 


It may be helpful to set up a price option called "override" (or similar) which is editable and available on your products. This can be useful if you do any adhoc price matching, or occasionally need to honor a rate that is no longer available. By having one price option configued for this purpose, it does make it easier to track edits, since they will be restricted to one price option, and you can use the Reservation option analysis report to monitor it's usage.



To restrict editing pricing on the Ticketing screen, you will need to type Locked in the Code as field under the Pricing tab, in the Manage products screen. See how to add/edit price options for further details.