Policy
Booking And Cancellation Policy
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Booking And Cancellation Policy
Last updated
Was this helpful?
RoomBoss allows you to set your own booking and cancellation policy, this will appear on all agent booking confirmation emails.
Typically a policy would allow for:
A grace period between the date a booking is made and the date a deposit is due. A booking cancelled during the grace period would not be subject to a cancellation fee.
A period of time during which a proportion of the total booking value would be due as fee in the event of a cancellation.
A date after which the cancellation fee would be 100%.
Your Cancellation policy is displayed on booking confirmation emails that are sent to Agents.
An example of how this could work would be to have a 20% deposit due after 10 days (end of the grace period) with the balance due 60 days before arrival.
On booking you invoice for both the deposit (due after 10 days) and the final payment (due 60 days out).
There is 10 days grace between the date a booking is made and the date the deposit payment is due, a cancellation made in the grace period would have no cancellation fee.
Between deposit payment and final payment a cancellation would be subject to 20% cancellation fee (the amount of the deposit paid).
60 days in advance of arrival, once the final payment has been made, cancellation would result in 100% cancellation fee.
Matching the cancellation policy and invoice due dates in this way would mean that (providing the invoices are paid) you would be in receipt of the appropriate cancellation fee at each stage.
Navigate to Product Setup → Product Details and please see the Policy Tab.
The booking window panel allows you to control when Agents or Direct guests can edit / make requests and reservations respectively.
It is possible to set a cancellation policy (which is displayed based on booking creation and start dates) and/or a custom policy (which is the same for all bookings).
To set this uncheck the Omit cancellation policy checkbox and enter values for Cancellation Fees Grace Period.
You can vary your grace period depending on how far from the proposed arrival date the booking is made.
3 different grace periods can be set. The above screenshot offers:
15 days grace on booking made more than 45 days in advance.
10 days grace on bookings made between 44 and 30 days in advance.
5 days for bookings made within 30 days of arrival.
Click Save at the bottom of the page to save.
To set this uncheck the Omit custom text checkbox and enter your policy text.
Policy text can be entered in both English and Japanese.
Click Save at the bottom of the page to save.
Manage Prices For Each Day Individually
When daily pricing is disabled each booking has a single price. It is easy to manually adjust the price of a booking. However it's not possible to calculate performance measures such as Average Daily Rate.
When daily pricing not disabled, each night of a booking has an individual price. Manually changing the price of a booking requires changing each daily price.
To Enable Daily Pricing
Navigate to Product Setup → Product Details, choose the appropriate vendor and select the Policy tab.
Uncheck Disable Daily Pricing and click save at the bottom of the page.
It is now possible to set a sell price for each night for every booking element (room) for all bookings. For existing bookings the existing price will be maintained (daily prices will not be automatically added). If the booking is edited, daily prices will need to be manually set in order to save the booking.
Making a Booking With Daily Prices
If daily pricing is turned on for a vendor, individual nightly rates will be stored on bookings when they are made. However it is possible to edit the daily prices while making the booking.
At the Room Rate stage click Edit Daily Prices, make changes to the existing prices and click Save. The booking’s sell price will take account of your changes.
When editing daily prices, each daily price can be changed individually or you can apply an adjustment across all the daily prices using the % or Target Sell Price at the top:
Editing the % and clicking apply will adjust each daily rate accordingly. eg entering 90% will reduce each rate by 10%
Editing the Target Sell Price will adjust each daily rate so that the sum of the daily rates matches the target and the relative size of daily rates remains the same. eg in the above screen shot changing the target sell price to 200,000 would change 28,000 to 21,212, 35,000 to 26,515 and 20,000 to 15,152. Daily rates would sum to 200,000.
Editing Daily Prices On An Existing Booking
On the Edit a Booking screen, to change daily pricing click Edit on the Stay Details area and click Edit Daily Prices, make changes to the existing prices and click Save. The booking’s sell price will take account of your changes.
Notes on Daily Pricing
Daily Pricing is possible for the sell price only.
It is possible to enter negative Daily Prices.
Daily Prices are not visible to Agents.
Daily Prices are recorded in the Booking History.
Changing booking criteria such as dates, number of guests, or room type will reset Daily Prices.
Where Daily Pricing is present, this will be used in the Booking Statistics Report II.
This controls the widget domain at the vendor level and will override the account level setting if set here.
The control to link your Wufoo Guest Form for this specific vendor.
Record Child and Infants on bookings for this vendor.
Specify the ages for each category to get desired recordings.
Some agents may wish to make payments to a different schedule to your booking policy. If you receive several bookings from an agent each season they may, for example, wish to to save bank fees by paying for multiple bookings in one go.
How you handle requests such as these will depend on your working relationship with the agent.
While it is possible to set cancellation policy in RoomBoss, agents that you take bookings from should sign a contract expressing your payment and cancellation policy. Policy set in RoomBoss does not constitute an agreement.
