Cancellation Policy: Setup

Learn how to set up a cancellation policy.

Cancellation Policy rules calculate and apply refund and cancelation fee amounts when a reservation is cancelled.

Campspot's Cancellation Policy enables you to create a policy in line with your park's requirements by defining it by:

Seasonality

Site Types

Arrival window

Length of Stay

Follow these steps to create a Cancellation Policy:

Navigate to Policy Rules

Using the primary navigation button, click on Rules

On the Rules page, click on the Policy tab

Click on Cancellation Policy

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Adding a New Variation

A variation is a rule. Click the New Variation button to open a blank cancellation rule form.

New Variation

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Cancellation Policy Rule 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

The activate dates represent the stay dates to which the cancellation rule applies. At least one date group is required. Click in the active dates field and choose an active date group from the list to add a date group.

Site Types/ Add-on Types

A site type or an add-on type must be selected but cannot include both within the same rule. Click in the site type or add-on type field and select an active type from the list to add to the 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:

  • less than
  • equal to
  • greater than
  • any length

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:

  • Flat rate (for) all days - the value applies once for the entire reservation.
  • Daily rate (for) eligible period - the value applies daily for a specific number of days.
  • Daily rate (for) all days - the value applies daily for the entire reservation.

Limit eligible period to_

This option is only available when using the daily rate (for) eligible period option.

Original Payment Method

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:

  • Flat rate (for) all days - the value applies once for the entire reservation.
  • Daily rate (for) eligible period - the value applies daily for a specific number of days.
  • Daily rate (for) all days - the value applies daily for the entire reservation.

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.