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“We won't need the trailer on Saturday after all.” The customer calls while you are helping someone at the counter. You look up the booking, cancel it and send a confirmation. For a clubhouse, the same call goes to the personal phone of whoever keeps the calendar.
In Dispoly, guests can cancel their own bookings. The link is in their confirmation email. For each booking page, you decide how long cancellation stays available and whether guests can also cancel bookings paid online.
For a confirmed booking, the steps are:
The guest needs no account and does not have to install an app. After cancellation, the page says “Booking cancelled”, and a confirmation arrives by email. The slot becomes available unless another booking or blocked period still occupies it.
The designated contact person also gets an email. For this to work, a contact person with an email address must be assigned to the resource or in the organization settings. Check this during setup so the cancellation reaches someone.
Under Booking Pages, open the page you want to edit. Look for Guests may cancel themselves.
If you have not saved a custom cancellation rule, guests can cancel bookings without an online payment until the start. Bookings paid online are excluded by default.
The checkbox switches guest cancellation on or off. Below it, Cancelling possible until sets the number of hours before the start. A booking page with online payments also has Paid bookings too. Save the page after making changes.
The setting applies to the whole booking page. You can create separate pages for different rules, for example one for club equipment and another for hall rentals. The post on embedding your booking page explains how to put it on your own website.
Consider what needs to be rearranged after a cancellation. Lending out the club's projector may involve little preparation. For a hall rental, you may already have assigned someone to hand over the keys.
The management page shows the guest the actual deadline. Once it has passed, the page asks them to contact the organization. You can then discuss the cancellation and cancel the booking as an admin.
This setting controls how long guests can cancel for themselves. A shorter deadline does not create a cancellation charge.
If you enable Paid bookings too, Dispoly initiates a full refund of the online payment when the guest cancels. We refund our share of the transaction as well. Depending on the bank, it can take a few days for the credit to arrive.
Your organization bears Stripe's original processing fee. Stripe does not return that fee when a payment is refunded, as explained in its refund documentation. Allow for it before enabling guest cancellation for paid bookings.
If you leave the checkbox off, a guest who has paid online contacts you to cancel. For payment on site, Dispoly does not issue an online refund. You return any cash already received yourselves, according to your agreement with the guest.
The automatic refund for a guest cancellation is for the full amount. This setting does not support partial refunds or tiered cancellation charges. The post on clubhouse rental fees covers collecting payment for rentals.
Until a guest has confirmed their email address, they can withdraw the request at any time. Dispoly deletes it, and the organization does not get a notification.
If the guest has confirmed their email and the request is waiting for your approval, your cancellation rule and deadline apply. In this case, the button says Cancel request.
Once a pickup has been recorded, guests can no longer cancel themselves, even if the cancellation deadline has not passed. For a trailer or piece of equipment that has already been collected, arrange the return directly with the person who took it.
Make a test booking through your public booking page without an online payment. Confirm the email address and approve the booking if needed. Then open Manage booking from the email and cancel it.
Check that the deadline is clear, the cancellation confirmation arrives and the contact person receives the notice. Afterwards, look at the calendar to check that the slot is available again. This lets you see the whole process as your guests experience it.
If you are just introducing Dispoly, the post on rolling out a booking system in a club includes an announcement you can adapt and the first steps to take.
Trying it costs nothing: no contract, no setup fee, 30 days free.