Cancelling Facility Reservations on ActivityReg®

 

 

Functionality has been added to allow patrons to cancel facility Reservations on ActivityReg. Sportsman will now allow patrons to using the login feature on ActivityReg to cancel reservations and receive a credit on their in-house recreation account. 

 

To enable this functionality you must:

1.   Edit the Facility definition and mark it as cancelable

2.   Allow a minute or two for your new settings to propagate to ActivityReg.

3.   If you locally host your data, restart Portal.  No action is necessary for Cloud customers

 

Important facts and limitations:

·    Facilities must be enabled individually for the “cancel registration” functionality. By default all programs remain NOT cancelable.

·    If you use specific class settings, the eligibility for the program to be cancelled is still set at the program level.

·    Once a facility has passed its reservation date and time, it is no longer cancellable from ActivityReg.

·    You can apply cancellation fees automatically but any difference is posted as a credit to a customer’s account.

·    If there is no cancellation fee all the paid amounts are credited to the customer’s account.

·    If the amount of a cancellation fee exceeds the amount paid, no cancellation fee is charged.

·    Consistent with the application, additional fees linked to the reservation through questions are not automatically removed.

·    A customer will receive an email confirmation of the cancellation and the transaction generates a receipt just like it does within the application.

·    Each cancellation is a stand-alone transaction. If a patron deletes two reservations, they will receive 2 receipts.

·    A Patron must be logged in to the ActivityReg website to cancel a registration.

 

This Document will cover:

 

ü Marking a Facility as Cancelable

ü Cancelling a Facility Reservation on ActivityReg – The Patron Experience

 

 

Marking an Activity as Cancelable

 

To begin, navigate to Define > Facilities/Parks and select your facility.  Edit the selected facility and then select the Internet tab.

 

 

On the Internet tab you can configure the following in the Delete Reservations panel:

 

Allow Customer To Delete Reservation: Enables the cancellation functionality for this program.

 

Disallow Delete xx Hrs Before 1^st Session:    By default a reservation cannot be cancelled once the reservation start time has passed.  This option allows you to add additional time to that restriction.  Example: if you need 1 day’s notice, put 24 in the box.

 

Charge A Cancellation Fee: Allows you to charge a cancellation fee of the amount specified.  If the patron has not paid at least as much as the cancellation fee, no fee is charged.

 

Be sure to click [OK] and save the settings to update ActivityReg.

 

 

Cancelling A Reservation in ActivityReg – The Patron Experience

 

Patrons can cancel a reservation from the account screen of your ActivityReg site.  You must have Patron Login feature enabled.

 

 

After logging in, Patrons navigate to their account screen and select the Facility Reservations tab . 

 

Your patron must select the reservation from the list and then click the [View Details] button to access the cancellation options.  Users may also double click on the selected registration in the list. Below the [Make A Payment] button is a user hint how to cancel the reservation. 

 

 

 

 

From the Registration Information screen, a patron simply selects the [Cancel Registration] button to remove the reservation. They will get a confirmation screen and if they confirm, the registration will be removed.  If the facility is not cancelable, a message will replace the cancel button indicating the activity is not eligible to be cancelled.

 

 

If a cancellation fee is to be charged, it will be indicated in the confirmation screen.

 

 

Upon cancelling the reservation, the patron will receive an immediate confirmation on the website followed by an email receipt.  The patron will have credit on their recreation center account to use for future programs. 

 

NOTE: We suggest you provide notification on your ActivityReg page or elsewhere to inform your patrons of your cancellation policies and that cancellations on ActivityReg will only result in credit to their account.  Perhaps you will only allow this type of credit, or you may decide that Patrons can call the office for refund to their credit card.

 

 

 

SM:DMF:Sept20