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Learn how to set up a cancellation policy.
Summary:
Explore the intricacies of setting up a Cancellation Policy in Campspot to effectively manage refund and cancellation fees. This comprehensive rule allows you to tailor policies based on factors like seasonality, site types, arrival windows, and length of stay, providing a nuanced approach to handling cancellations.
Uses:
Cancellation Policy rules help customize refund and cancellation fees to align with your park's requirements, providing flexibility based on various criteria. This rule also determines how the Camp and User Credit amounts are calculated.
Campspot's Cancellation Policy enables you to create a policy in line with your park's requirements by defining:
- Seasonality
- Site Types
- Arrival window
- Length of Stay
- Camp Credit Accounts
- User Credit Accounts
Instructions:
Step 1: Find the Rule on the Policy page
- Navigate to the Rules page
- Click on the Policy tab
- Select the Cancellation Policy Rule
Step 2: Complete New Variation Form
- On the rule page, click New Variation.
- Complete the form.
| Variation Name | The variation name is used to identify the rule in the cancellation rules list after saving. This field is not customer facing. |
| Active Dates | Assigning a Date Group to Active Dates allows you define when a rule should apply. |
| Site Types/ Add-on Types |
Define which site types or add-ons the rule applies to. Note: You can only select either Site Types or Add On Types for a single rule. |
| Expiration Date | Reservations must be created by the end of the day indicated by the expiration date for the rule to apply. |
| If cancellation is _ to _ days prior to arrival | This specifies when the cancellation rule should apply based on the number of days prior to arrival the reservation is cancelled. |
| And if stay is _ |
The following stay length configuration options are defined as follows:
A value is required in the _ night(s) field. |
| Refund Amount |
This value can be expressed as percentage (%) or dollar amount ($) and represents the refundable amount of all payments applied to the reservation prior to applying any cancellation fees. If the refund amount is less than 100% of all payments applied to the reservation, the difference will be transferred to Camp Credit. The duration configuration options are defined as follows:
|
| Limit eligible period to_ |
This option is only available when using the daily rate (for) eligible period option.
Please Note: This field must be selected in order to save the rule. |
| Refund Fee |
This value can be expressed as a percentage (%) or dollar amount ($) and represents the cancellation fee amount to be applied upon cancellation. The fee amount can only be applied up to the total amount of all payments applied to the reservation. The difference will be transferred to User Credit as a refund due. The duration configuration options are defined as follows:
|
| Limit eligible period to_ | This option is only available when using the daily rate (for) eligible period option. |
| Financial Account | This rule requires the financial account for cash and accrual to be configured in order to save. An active financial account can be selected by clicking in the field and selecting one from the list. |
Active Dates vs Expiration Date:
Each of these fields will define a "When" with regards to a reservation.
- Active Dates: "When will this rule apply? What stay dates are included?"
- Expiration Date: "When should this rule no longer apply? At what point prior to the stay dates will this rule expire?"
User Credit and Camp Credit
Your park's Cancellation Policy is used to calculate both User Credit and Camp Credit.
- User Credit: Your Cancellation Policy rules define the Refund Fee, which determines the cancellation fee applied when a reservation is canceled. The refundable portion, less the Refund Fee, becomes User Credit, residing on the Guest's profile, ready to be refunded.
- Camp Credit: Your Cancellation Policy rules define the Refund Amount, which is the portion of the deposit (or total funds collected) that a guest qualifies for upon cancellation. If the Refund Amount falls below 100%, the remaining balance becomes non-refundable, yet earmarked for future use. This balance transforms into Camp Credit.
Learn more about these Credits here.
Most Common FAQ:
Q: Can the Cancellation Policy be customized for different site types?
Yes, the Cancellation Policy allows customization based on various criteria, including site types, to cater to the specific requirements of your park. Multiple cancellation rules can be created to meet the needs of your cancellation strategy.
Q: How does the Cancellation Policy impact the financial accounts of the park?
The Cancellation Policy requires the selection of financial accounts for both cash and accrual reporting. This ensures accurate tracking and reflection of refund and fee transactions in the park's financial records.
Q: Can I modify an existing Cancellation Policy rule without affecting ongoing reservations?
While modifications to an existing rule can be made, it's crucial to consider the impact on ongoing reservations. Changes may affect the terms for existing bookings. As a Best Practice, adjustments should be made by creating a new Cancellation policy so existing reservations' cancellation policy is upheld.
Q: How does the Cancellation Policy impact User Credit?
The Refund Fee, determined by the Cancellation Policy, influences User Credit. It represents the refundable portion after applying cancellation fees, residing on the guest's profile for future use or available for a refund directly from the Guest Profile.
Q: What is Camp Credit, and how is it calculated?
Camp Credit is determined by the Refund Amount in the Cancellation Policy. It signifies the portion of the deposit or total funds collected that a guest qualifies for upon cancellation. If the Refund Amount is below 100%, the remaining balance becomes non-refundable but transforms into Camp Credit for future use.