Refund Policy – When Booking is Cancelled Out of Time

The Refund Policy: When Booking is Cancelled Out of Time rule allows clubs to define how they handle late cancellations and ensures they can recoup any losses incurred due to missed reservations. Follow these steps to configure this rule and understand the available options.

Steps to Access the Refund Policy Rule

1. Log into your Playbypoint account
   Use your credentials to log in to your admin account.
2. Navigate to Manage Bookings
   On the main dashboard, click on the Manage Bookings button to access the admin side of the platform.
3. Access Settings
   Once in the admin section, find and click on Settings.
4. Open Reservation Rules
   In Settings, look for the Reservation Rules section. You can either scroll down or use the search bar to locate the rule titled Refund Policy: When Booking is Cancelled Out of Time.

Configuring the Refund Policy

Once you’ve accessed the rule, you’ll need to choose what action is performed when a player cancels their booking out of the club's cancellation policy time frame. You can select one of the following options:

• Payment Captured
  This option means that the player will be charged the amount they originally saw during checkout, even though they cancelled their booking late. This ensures the club retains the booked portion of the fees.

• Charge Total Amount
  If this option is selected, the player will be charged the total amount that was reserved, not just their portion. For example, if the reservation was for four players, and the booker cancels late, they will be charged for all four players, reflecting the club's full loss for that reservation.

• Payment Refunded
  Selecting this option allows the booker to receive a full refund, even if they cancel outside of the designated time frame. The club won't capture any payment.

• Card to Club Credit; Others Refunded as Original
  This option enables the club to refund the player with club credits. If the player doesn’t have club credits, their original payment method will be refunded instead (as long as it's not a card payment).

Customizing the Refund Policy

This rule is flexible, allowing you to set different refund policies for different member types. For example:

• Premium Members may receive a full refund even if they cancel late or send to club credits.
• Non-Members might be charged the full amount for a late cancellation or just their portion of the booking.

It’s up to the club to define these policies to suit their needs and ensure smooth operations.

The Refund Policy: When Booking is Cancelled Out of Time rule helps clubs protect their revenue by defining how late cancellations are handled. Make sure to set this rule based on your club's specific requirements to manage late cancellations effectively.