How to: Set up a Cancellation Rule for After Arrival Date

Summary:

Learn how to implement a powerful Cancellation Rule in Campspot specifically tailored for handling cancellations occurring after the reservation's arrival date. This rule empowers you to dictate the treatment of guest payments post-arrival, providing enhanced control over the cancellation process.

Uses:

Empowers campgrounds to customize cancellation policies for post-arrival cancellations.
Designed for situations where guests cancel after the scheduled arrival date.
Provides precise control over handling payments after the arrival date.
Options include retaining funds as a cancellation fee or transferring them to User Credit for guest refunds.

Cancellation Rule: Tailored to Handle Post Arrival Cancellations

With the updates to the Cancellation Policy Rule, when a guest cancels their reservation after the start date, instead of automatically generating camp credit, you can decide what happens with the money that the guest has already paid.

Best Practice:

This rule should be separate from your typical Cancellation Policy Rule as there are parts of the setup that are unique to this function.

Instructions:

Step 1: Create a New Cancellation Policy Rule

Navigate to the Rules page
Click on the Policy tab
Select the Cancellation Policy Rule
On the rule page, click New Variation.
Complete the form.
The form can be set up as outlined on this article with the exception of the sections defined below:
1. In the second bracketed section:
  - Select 'If cancellation occurs after the first night of the reservation.'
  - In the drop-down, choose 'and if stay is'. This can be any length that you specify.
2. In the next section of the modal you can specify what happens to any money paid by the guest:
  1. To set the rule up to retain all paid money as a cancellation fee:
    1. Set the Refund Amount as 100% flat rate (for) all days and set the Refund Fee as 100% flat rate (for) all days.
      1. If you prefer to set the cancellation fee amount as a smaller percentage or just a flat dollar amount out of the total paid, you can specify that in the Refund Fee amount section.
  2. To set the rule up to move all of the money to User Credit to be refunded to the guest, set the refund amount as 100% flat rate (for all days) and set the Refund fee to 0% flat rate (for) all days
    1. If you prefer to set the refund amount as a smaller percentage or just a flat dollar amount out of the total paid, you can specify that in the Refund Fee amount section

Rule Set Up Tips

Choose 'All' in the Site Types box for a rule applying to all Site Types.
Set Active Dates to the Wide Range date group for continuous rule application.
Extend the expiration date far into the future for long-term rule effectiveness.
For Daily Add-ons, create a separate rule and select the Add-ons instead of Site Types.

Rule Example

Below is an example of a rule set up to keep 100% of paid money as a cancellation fee if the guest cancels after the arrival date: