In the Settings / Property policies / Cancellation and payment policies menu you will be able to set up your policies which will be assigned later on to your rate plans that you'll be using on your Internet Booking Engine and OTA channels.
To create your first policy please click on the green Create policy button.
After that you will find a new tab where you will be able to set up a policy with the cancelation and payment details.
Cancelation policy settings
1. Name your policy - please make sure to add a name for your policy. This is how it will show up in the software for you and your staff as well.
2. Cancelation policy type - Select if you would like to set up a Non-refundable, Flexible or Custom cancellation policy.
Please note that the custom policy option is only available if our SabeePay module is not active in your account.
3. Relative to - Please select if you would like to relate the cancellation to the reservation or arrival date. Please bare in mind that in case of the Flexible option, only Arrival date is avialable.
4. Days - Please select how many days relative to the Arrival/Reservation date can the guest cancel their reservation without being charged. It can be up to 90 days.
5. Cancelation fee - Please define how much the cancelation fee is if the guest cancels the reservation after the previously set limit. It can be set in percentages or it can also be the first night's price.
6. No show fee - Please select how much the No show fee is, what guest will pay if they do not show up on the arrival date. It can be set in percentages or it can also be the first night's price.
7. Cancelation policy description - You can provide a detailed description about your cancellation policy. Please do it for all the languages you have available for your Internet Booking Engine by using the buttons with the abreviations.
8. Summary chart - We will show you in this summary chart what the free cancelation period is (green) and what is going to be the period when the guests will have to pay for cancellation.
Payment policy settings
After you have defined the settings for the cancellation policy you will be able to set up the payment policy related to it.
9. Payment policy settings - This section will highly depend on the settings of your cancellation policy. Please make sure to decide if your guests have to pay in advance or not. Based on the selected cancelation policy you can choose up to 3 options here.
In case of Flexible cancellation policy you can decide if you require any prepayment or not. The days will be updated according to your settings of the cancelation policy.
In case of Nonrefundable policy there is only one option: Your guests will need to complete the payment after the reservation is made.
In case of the custom cancelation policy, you will have 3 options to choose from, which will provide you more flexiblity to handle preapyments.
Yes, guests need to pay some amount after reservation is made - Your guests will have to pay the a preapyment amount upon the reservation is made.
Yes, guests need to pay a prepayment(some % or the first night fee) some days relative to arrival/reservation day - If you require prepayment from your guest after the reservation is made, please use this option. You can set up how much your guest have to pay defining it in percentages or you can choose to select the first night fee too. Based on your cancellation policy the system will automatically fill out, how many days to the relation day should the payment be made.
No, guests play upon arrival - If you select this option guests will not have to pay in advance. They will have to pay upon arrival.
Besides this, you will also have the chance to assign Payment methods for the custom policy which will be offered for the guest on the last page of your Booking Engine. Please make sure to set up your payment methods under the Distribution / Internet Booking Engine / Payment menu. You can find more information about available payment methods here.
10. Payment policy description - You can provide a written description about your payment policy. Please do it for all the languages you have available for your Internet Booking Engine by using the buttons with the abreviations.
11. Save - when you are ready with the creation of your policy, please don't forget to save your changes.
Handling of your policies
With the Add new button you can create as many policies as you wish. All of them will be listed in the table below.
You can modify your policies by clicking on the pencil icon anytime.
If you no longer want to use a policy, you can click on the trash bin icon. After this your policy will not be deleted but archived. We will display the archival date and time in this case. Please note that after archiving a policy you won't be able to assign it to any of your rate plans.
We also have a filter option with dropdown selector so you can choose to display All / Active / Archived policies. This way you will have a better overview of your policies
Once you are done, please go to the Prices/ Rateplan Menu and choose Edit settings/ Policy option, where you are able to choose the Policy for that rateplan:
