What are cancellation terms
Cancellation terms are a set of rules that allow to define within Maxxton Software what should happen when a reservation is cancelled.
Usually, we can distinguish 2 main scenarios when cancelling a reservation :
- cancelling a reservation that has insurance
- cancelling a reservation that does not have insurance
Depending on the scenario, different rules can apply when cancelling a reservation (i.e. full refund or 50% refund).
However, before setting up specific rules per scenario, it is important to properly setup your insurance(s) within the system.
How to setup insurance in Maxxton Software
Creating the add-on type
Insurance in Maxxton Software is setup using add-ons. We highly suggest creating a new type of add-on for your insurance add-ons. This will allow you to group all your insurances together into 1 place and will be easier to manage them later on.
To setup a new add-on type, go into the Content Manager, within the Add-ons tab, and then click on "Manage add-on types" at the top right.
You should then be redirected to the following screen :
Click on the "New add-on type" button (highlighted in the screenshot above). You should have the following pop-up appear :
Here you can enter the name of the type (i.e. Insurance add-ons) & the add-on type (i.e. insurance). For the third field, you should select "Fees" as insurance implies a fee that will be charged to the customer on top of what he will pay for the reservation.Once all of the fields filled in go ahead and click on "create". You should then be redirected back to the following page and see your add-on type on the left side of the screen.
Last but not least, you need to activate the "Cancellation premium" toggle in the advanced settings. This is required for the system to be able to pick up the add-ons (that you will link here afterwards) when cancelling a reservation.
You have now successfully setup the insurance add-on type. You can now go ahead and create 1 or multiple add-ons for your insurance. When creating the add-ons, make sure that you select the add-on type that you just created for the insurance(s).
For more information on setting up add-ons, please see here.
If you haven't done so already, we suggest also creating another add-on type for your cancellations (more on cancellations below). The setup is the same as for the insurance, the only difference is that in the advanced settings the "cancellation fee" toggle should be on instead of the "cancellation premium".
Now that you have your insurance add-on(s) fully setup, we can proceed by creating cancellation(s) which will then have specific rules (or terms) inside of them.
How to create cancellation(s)
To setup cancellation, navigate to the Channel Manager, into the configuration tab and then click on "Cancellations". Please note that you need certain rights that you can configure within the Back Office Manager in order to be able to access this menu. It is also important to mention that within Maxxton Software cancellations are also considered as add-ons.
Once you are at the screen as shown above, go ahead and click on "Create new cancellation add-on". You should see the following pop-up
Here you need to select the location on which you would like to create the cancellation add-on as well as the name and code. The parent field should remain empty and the "Non-refundable" toggle should be off. Once all of the fields have been filled in, go ahead and click on "Create". You should see the following page. You now need to configure the rentability rules and the rates for your cancellation add-on.
Setting up rules for your cancellations
Once the cancellation add-on has been created, we can now setup the rentability rules
Using cancellation term configuration, different cancellation terms can be set up for different scenarios. These rules determine whether a payment is due when canceling a reservation, which is triggered by adding a cancellation addon in the reservation. These cancellation addons are configured as add-ons.
- the terms can be different based on the situation if there is a cancelation premium in the booking
- the terms (for definitive canceled bookings) can be different based on the fact if it is a valid reason or not
- for non-refundable please see Non-Refundable settings
Cancellation add-ons are linked to the Distribution Channel, so the terms can also be different per dc.
The logic of the set up of a canceled bill
When a booking is canceled, the original bill doesn't get changed. The system adds the cancelation add-on with a negative amount.
Example 1 where penalty is 50% for rent. Cleaning is full refundable.
Rent 1000
Cleaning 75
Total 1075
Paid 0
Cancelation Add on Rent -500
Cancelation Cleaning - 75
Total remaining 500
Example 2 where penalty is 50% for rent. Cleaning is full refundable and the booking was already paid.
Rent 1000
Cleaning 75
Total 1075
Paid 1075
Cancelation Add on Rent -500
Cancelation Cleaning - 75
Total remaining - 500