Set up cancellation terms

Cancellation terms are guidelines within Maxxton that outline the procedures to follow when a reservation is cancelled. Typically, there are two main scenarios for cancellations: one involves reservations that include insurance, while the other pertains to those that do not. Different scenarios may require varying rules, such as a full or partial refund.

Create cancellation

1. Navigate to the Channel Manager, expand Configuration and select Cancellations.
2. Click on Create new cancellation on the cancellations page.
3. Enter the relevant details for the fields displayed on the Create new cancellation modal and click Create. The newly created cancellation is displayed.

Set up cancellation rules

Once the cancellation add-on is created, configure the rentability rules and define the applicable cancellation rates.

1. Navigate to the Rates card on the detail page of the newly created cancellation.
2. Click on Create rate. The Configure periods and rates widget is displayed.
3. Select one of the following options to choose the kind of cancellation rate you want to configure:
   1. Relative percentage over accommodation type: Select this option if the cancellation for a channel is based on the total booking amount. The cancellation rate is calculated over the accommodation type, offers, and add-ons in the booking. Enter/select relevant details for the fields:
      1. Type of rate calculation: Select an option from the drop-down.
      2. Predefined stays, Rate applicable for (nights), Stay days: These fields are displayed only when Custom stay is selected in the Type of rate calculation field. Select the required value for the Predefined stay field, and the other two fields will be auto-populated.
      3. What do you want to do: Select the option from Refund or Charge.
      4. Enter the refund/charge percentage to guest: Enter the percentage value. Based on the dropdown option that you select, this field caption will be displayed.
      5. Specify the time frame by entering relevant values for the field Apply this rate when cancellation is within. Also, select a condition from the drop-down for this cancellation to be applicable for a booking.
      6. Specify the period for which this rate is valid by selecting a valid radio button. Click on Next step.
      7. Select the rate types for which this rate is valid on the Rate types page. Click on Next step.
      8. Select the accommodation types, add-ons, offers, accommodation kind, and activities, on the Accommodation types/add-ons/offers/activities page, for which this rate should be applicable.
      9. The Others page enables configuring Translations, Bill settings, and Distribution settings.
      10. Click the Add rates button. The new rate is created.
   2. Fixed cancellation rate: Select this option if the cancellation for a channel is a fixed rate. The configuration for this rate is similar to the previous option, the only difference is that the refund/charge field is not available for this configuration instead a flat value (e.g. 50€) is required to be entered instead of a percentage in the How much is the guest charged for cancellation? field. The Accommodation types/add-ons/offers/activities page is not displayed when Fixed cancellation rate option is selected.
   3. Charge X number of days: Select this option if the cancellation for a channel is charging for a certain number of days after a defined time period. The configuration for this rate is similar to that of the Relative percentage over accommodation type option, the only difference is:
      1. The Type of rate calculation field is set to the value of Per night and is disabled for editing.
      2. The refund/charge field is not available, instead number of days needs to be entered in the field How many days will be charged as cancellation fee to the guests.

Link cancellations to the DC

Once the cancellation rules have been set up, link them to the distribution channel. This enables Maxxton to pick up the cancellation add-ons.

To link cancellations to DC, follow these steps in the Channel Manager:

1. Select the required DC, on the Distribution channels page.
2. Navigate to the Cancellation card on the details page of the selected DC. Click the Add cancellation add-on button.
3. Select the cancellation configured above.
4. Select the cancellation type in the next step. This determines whether the cancellation add-on applies to bookings that include the insurance add-on(s) or those without insurance. Click on Add cancellation.

The cancellation add-on is linked to the distribution channel.