INTRODUCTION
Feature Summary: This feature allows system users to limit members from cancelling reservations within a predetermined time frame prior to the reservation's start time.
Use Cases: If an organization requires members to contact the front desk to cancel reservations less than 24 hours before the start time, system administrators can modify settings to prevent members from cancelling online within this 24-hour window. This ensures that all short-notice cancellations are handled directly through staff, maintaining better control over scheduling and resource availability.
SETUP REQUIREMENTS
The first step is to open the General page.
Click SETTINGS on the side menu.
Go to the BOOKING SETTINGS heading and click General.
Scroll down the page to find the Prevent Member from Cancelling a Reservation within X Hours permission. (see below)
Click Save Changes.
Prevent Member from Cancelling a Reservation within X Hours - If the system user enters a number into the field, players cannot cancel a reservation (CourtReserve hides the Cancel button on the member portal) and get a refund. Plus, the reservation counts towards the player's allowed number of courts/reservations per week (if applicable).
Message To Show Member If Outside Cancellation - This field allows system users to specify the error message that will be displayed to members attempting to cancel a reservation within a predetermined timeframe prior to the start time. This message is intended to inform members of the cancellation policy and guide them on how to proceed, typically directing them to contact the front desk for further assistance if they wish to cancel within the restricted time period.
Different Cancellation Policies by Court Type
If an organization has different cancellation policies for different court types, this can be under the Restrictions tab.
Click SETTINGS on the side menu.
Go to the BOOKING SETTINGS heading and click Restrictions.
To access the Cancellation Policies on the court type level, you must press the Yellow Expander icon for the table to appear.
Click Save Changes.
Here, system users can set cancellations prevention parameters for each court type at their organization.
Adding Cancellation Policies to Reservation Disclosures
To ensure confirm that your players have viewed your cancellation policy upon booking a court, event/program or lesson, you can create your policies as a disclosure.
Click SETTINGS on the side menu.
Go to the RESERVATION SETTINGS heading and click Disclosures.
Click Create Disclosures.
Name your policy.
Type in your policy verbiage.
Make sure Is Active is checked.
Click Save Changes.
After a disclosure has been created and saved, go to Settings > Portal Settings > Setup Required Disclosures on Court Reservations and select your disclosure.
