When a client fails to meet the established payment milestones and ignores the automated emails sent as reminders as the calendar dates approach, their reservation may be automatically canceled. This mechanism ensures that the payment conditions accepted at the time of booking the experience are respected and protects your business from financial losses.
Cancellation Notification and Recovery Option
When a reservation is canceled, the client receives an email notification about the cancellation. This email includes a button or link that allows them to request the recovery of their reservation. We recommend reviewing the "Client Communications" section for more information on how to customize and manage these emails.
In addition to this option, it is common for clients to contact you directly, often expressing concern or urgency. It is important to be prepared to handle these requests efficiently.
Steps to Recover a Canceled Reservation
To reactivate a reservation, follow these steps:
Access the client's reservation from your control panel.
Go to the "Status and Payments" section.
Click on the "Recover Reservation" button.
Once reactivated, it is crucial to inform the client that they must log into their profile and settle the outstanding debt. If the payment is not made within the next 24 hours, the reservation will be canceled again.
Financial Education for Your Clients
Automatic reservation cancellation also serves an educational purpose, encouraging clients to adhere to the established payment deadlines. If your payment processor allows, you can opt to "tokenize" the client’s credit card, enabling you to automatically collect payments on the agreed dates. This solution reduces the risk of non-payment and simplifies payment management.
Additionally, you can apply cancellation penalties such as administrative fees, provided they are outlined in the conditions accepted by the client.
Benefits of Automatic Cancellations
This process is designed to protect your business and ensure that payment milestones are respected. By automating reservation cancellations due to non-payment:
You reduce financial risks by ensuring that only reservations with up-to-date payments remain active.
You optimize time management by reducing the need for manual follow-ups.
You reinforce the professionalism of your service, establishing clear rules for your clients.
Remember, establishing and communicating clear payment policies is key to avoiding conflicts and ensuring a satisfactory experience for both you and your clients.