The Cancellation Policies feature in OfficeRnD Flex allows you to set clear rules for handling booking cancellations. You can define different cancellation conditions and fees for active and non-active members. By implementing these policies, you can reduce last-minute cancellations, clearly communicate expectations to members, and streamline your booking management processes.
By the end of this article, you will be able to create, manage, and customize cancellation policies tailored to your needs.
Create a Cancellation Policy
To create a new cancellation policy:
Go to Settings > Calendar > Calendar & Bookings.
Scroll down to the Booking Cancellation Policies section and click Add Policy.
Fill out the following details and settings:
Name - Set a unique name for the policy.
Active Member Conditions & Non-Active Member Conditions – A policy can apply different conditions and fees for active and non-active members. By default, it will use the same set of conditions for both types of members.
If you want to set up different conditions, clear the Same as Active Member Conditions checkbox in the Non-Active Member Conditions section to define different condition steps.
A policy can have multiple conditional steps. Each step has two fields:
Hours – Set the number of hours in advance during which a member must cancel their meeting. For intermediate steps, the Hours value you apply must be aligned with the hours from the previous steps.
Cancellation Fee – Set the percentage of a booking fee that a member must pay if they cancel their booking when adhering to the condition in this step.
Bookings that are subject to cancellation fees cannot be edited or rescheduled.
Add & Remove Steps – To add a step, click the Add Step button. To remove a step, click the Delete button.
Click Add.
FAQ: Booking cancellation policies
What is a booking cancellation policy?
What is a booking cancellation policy?
A cancellation policy in OfficeRnD Flex is a set of rules that define the fees members must pay if they cancel a booking within a specific timeframe. These policies help manage cancellations and reduce lost revenue.
Can I apply different cancellation rules for active and non-active members?
Can I apply different cancellation rules for active and non-active members?
Yes. You can apply different cancellation rules and fees for active and non-active members. By default, the policy applies the same conditions to both, but you can customize these settings separately.
How do I add multiple cancellation conditions?
How do I add multiple cancellation conditions?
You can add multiple conditions:
Open a cancellation policy or create a new one.
Click Add Step.
Enter the number of hours and the corresponding fee percentage.
Repeat as needed.
Can bookings with cancellation fees be edited or rescheduled?
Can bookings with cancellation fees be edited or rescheduled?
No. Once a booking incurs a cancellation fee, it cannot be edited or rescheduled.
What happens if a member cancels outside the specified hours?
What happens if a member cancels outside the specified hours?
No cancellation fee applies if a member cancels before the earliest specified time frame.
Can I set a policy without any cancellation fees?
Can I set a policy without any cancellation fees?
Yes. Set the cancellation fee to 0% for any timeframe to apply no charge.