How to Create Cancellation Policies

On the Cancellation Policies screen, you will find a table of all the Cancellation Policies you’ve created to date. The Default column indicates which Cancellation Policy will be assigned to events you’re creating by default. Only one can be labelled as the default, however, you do not have to define one as the default – in this scenario, a Cancellation Policy will not be automatically assigned to an Event.

The Policy Name is exactly what it seems – it’s the name you, or someone else at your club, has given the policy. You cannot create more than one policy with the same name. All Cancellation Policies must have a unique name.

The Cancellation End Date is the date beyond which Cancellations are prohibited. It is specified in days prior to the Event Start date at a particular time. For example, if you specified the Cancellation End Date was to occur 3 days prior at 3:00 p.m. and your New Year’s Eve event was scheduled to start on December 31st at 8:00 p.m. , members could not cancel their bookings after December 28th at 3:00 p.m. All Cancellation Policies must have a Cancellation End Date.

The Cancellation Window outlines the period during which members can cancel their bookings, however, a penalty is enforced. Unlike Cancellation End Date, Cancellation Policies can be created without such a window. Once again, the Cancellation Window is specified in days prior to the event start time at particular time (i.e., 5 days prior at 5:00 p.m.). This is the start date and time of the period during which cancellations are penalized. The penalty applied can be specified as a flat fee or as a percentage of the price of admission for the cancelled member. The start date of the Cancellation Window must predate the Cancellation End Date. If it does not, you will not be able to save the policy.

The Delete indicates which Cancellation Policies can be deleted. Those policies which have been assigned to an event, where registrations have been created cannot be deleted, and ‘In Use’ will be displayed.

You can create new and even edit existing cancellation policies from within the Manage Cancellation Policies area, when creating and or editing Cancellation Policies there are multiple parameters you will need to set. To create a Cancellation Policy, begin by specifying its name. The name is a mandatory field and it must be unique.

Next, specify the Cancellation End Date. This is the date beyond which registrations cannot be cancelled. It is specified in days prior to the event start date, 

Finally, if you want to enforce a penalty for cancellations after a certain point, enable and configure a Cancellation Window.

Specify the number of days and time at which the window opens. From this point until the Cancellation End Date, all registrations cancelled will be charged a fee.

As such, the Cancellation Window must always precede the Cancellation End Date – you cannot save it if it does not. The fee can be set as a percentage of the event price (based on Registrant Category) or as a flat fee.

Click the Save button to save the Cancellation Policy.