Cancellation and payment policies

1. Introduction

In the Settings → Property Policies → Cancellation and Payment Policies menu, you can create and manage your cancellation and payment policies. These policies will later be assigned to your rate plans, which are used on your Internet Booking Engine (IBE) and OTA channels.

2. Creating a New Policy

To create a new policy:

1. Navigate to Settings → Property Policies → Cancellation and Payment Policies.
2. Click on the green "Create Policy" button.
3. A new tab will open, allowing you to configure cancellation and payment details.

3. Setting Up a Cancellation Policy

3.1 Naming Your Policy

• Enter a name for your policy. This name will be visible to you and your staff.

3.2 Selecting a Cancellation Policy Type

• Choose from Non-refundable, Flexible, or Custom cancellation policies.
• Note: The Custom option is only available if the SabeePay module is inactive.

3.3 Defining Cancellation Rules

1. Relative to: Choose whether the cancellation policy is based on the reservation date or arrival date.
   • For Flexible policies, only the arrival date is available.
2. Cancellation Period: Set the number of days before arrival/reservation that guests can cancel without charges (up to 90 days).
3. Cancellation Fee: Define the fee charged if a guest cancels after the free cancellation period.
   • You can set this as a percentage or as the first night’s price.
4. No-Show Fee: Define the charge if a guest fails to arrive without cancellation.
   • This can also be set as a percentage or as the first night’s price.
5. Policy Description:
   • Provide a description of the policy in all available languages.
6. Summary Chart:
   • A chart will visually display the free cancellation period (green) and the charged period.

4. Setting Up a Payment Policy

Once the cancellation policy is set, configure the payment policy linked to it.

4.1 Payment Policy Options

• For a Flexible Policy: Choose whether guests need to prepay or not.
  
• For a Non-refundable Policy: Guests must pay the full amount upon reservation.
• For a Custom Policy: You have three payment options:
  1. Immediate Prepayment: Guests must pay an amount upon reservation.
  2. Prepayment Before Arrival: Define a percentage or the first night’s fee, to be paid a certain number of days before arrival.
  3. Payment on Arrival: Guests pay in full when they check in.

4.2 Assigning Payment Methods

• You can assign available payment methods to custom policies.
• To set them up, go to Distribution → Internet Booking Engine → Payment. 

  You can find more information about available payment methods here.

  

4.3 Payment Policy Description

• Provide a detailed written description for all supported languages.

4.4 Saving Your Policy

• Once all settings are configured, click Save to apply the policy.

5. Managing Policies

5.1 Creating Multiple Policies

• You can create as many policies as needed using the “Add New” button.
• All policies will be listed in a table.

5.2 Modifying or Archiving Policies

• Click the pencil icon to edit an existing policy.
• Click the trash bin icon to archive a policy (it won’t be deleted but cannot be assigned to rate plans anymore).

5.3 Filtering Policies

• Use the dropdown filter to display All, Active, or Archived policies.
  
  

  

6. Assigning Policies to Rate Plans

Once your policies are created:

1. Navigate to Prices → Rate Plans.
2. Click Edit Settings → Policy Option.
3. Select the policy to assign it to that rate plan.

7. Conclusion

By following these steps, you can successfully set up and manage Cancellation and Payment Policies for your property.