You can configure the software to automatically charge cancellation fees for registration orders. You can configure cancellations fees based on a date (i.e., registrations within 7 days of the event are subject to a fee) or dependent on the registrant type or registration function that is cancelled.
To configure cancellation fees:
- Create the Cancellation Resource
- Add a Cancelled with Fees Order Status
- Add Cancellation Fees to Event
The below instructions assume the registration setup already exists for the event.
Create the Cancellation Resource
You first need to add a resource to track the cancellation fees. For details on adding a new resource, see Add a Resource. Cancellation fee resources must:
- Be class 3 consumable resources.
- Have the Cancellation Fee check box checked on the Additional Details tab in the Settings section.
- Exist on each price list you use for registration. See Adding Resources to a Price List from the Resources Screen for more information.
Add a Cancelled with Fees Order Status
After you add the cancellation resource, you need to create the cancelled with fees order status. See Order Statuses for information on adding a new order status. The Cancelled with Fees order status must have:
- The Class set to Cancelled with Fees.
- A status weight 90 or above.
Add Cancellation Fees to Event
You can configure cancellation fees for your registrant types, guest registrant types, registration functions, merchandise and/or add-on items. The cancellation fee is added to the registration order when either the registrant type, registration function, merchandise item and/or add-on item is cancelled or when an entire registration order is cancelled. To configure a cancellation fee:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event for the cancellation fees.
- Right-click and select Tools -> Registration Setup. The Registration Setup screen opens.
- Expand the applicable section: Registrant Types, Registration Functions, Merchandise or Add-On Items.
- Select the registrant type, function, merchandise item or add-on item for the cancellation fee.
- Right-click and select Edit. The Edit screen opens.
- Select the Pricing tab.
- Select the price list for the cancellation fee.
- Right-click and select Cancellation Fees. The Cancellation Fees screen opens.
- Click the Add button in the Cancellation Schedule tab. The Add Cancellation Schedule screen opens.
- Enter the necessary information:
- Cancellation Resource - Select the resource created in Create the Cancellation Resource.
- Cutoff Date - Cancellations on or after the entered date are charged the cancellation fee.
- Rate Type - Select if the fee is a flat fee (Amount) or a percentage of the item total (Percent).
- Cancellation Fee Amount - Enter the amount for the cancellation fee.
- Click OK.
- Repeat steps 10 - 12 for each cancellation fee for the registrant type, registration function or add-on item. This is applicable when you have a cancellation fee that varies based on when the order/item is cancelled.
Comments
11 comments
Once configured, how can a cancellation fee be overridden?
0 upvotes
Bryals,
If you mean removing a cancellation fee from the configuration itself, you can just go in and delete it from the order item configuration.
Or are you talking about overriding a cancellation fee in terms of an order? If an order item has a configured cancellation fee, there is no way to prevent it from being applied at the time item/order is cancelled. But, a person can (sort of) go back to the order after it has been cancelled and delete the cancellation fee.
Thanks,
Carrie
0 upvotes
Can you clarify the cutoff dates? Is the fee applied only after the cutoff date or before the cutoff date? How would the cutoff dates be configured to set up a cancellation fee like this one:
Full refund less $25 processing fee two weeks prior to event, no refunds thereafter.
0 upvotes
Hi Katie,
From my understanding the following are true:
Hope that helps,
--Carrie
1 upvotes
Hello! I'm using EBMS v20 and I'm not able to find the Resource Master/Resources page. Any help is appreciated!
1 upvotes
Hi Emily,
Resource Master or Resources can be found from main menu if you have the access privilege assigned by the administrator. If you are unable to view or find it, the possibilities are:
- The role the user is sitting in, does not have the feature assigned to it OR
- The role is denied to have access, which is controlled by Access Management (Grant/Deny) under Roles.
Hope this helps.
0 upvotes
Hello, I am trying to add a cancellation fee and when I get to the bullet to:
"When you click the dropdown for Cancellation Resource, all cancellation items on your price list should show up. "
I am not seeing all of my different cancellation items. Any idea on why that may be happening?
Thank you.
Kathie
0 upvotes
Hi Kathie,
There are few things that you might need to check in your configuration which could be the reason why the resource is not showing up:
a. Check the resource is setup as a Cancellation resource by ensuring the check box is checked for cancellation fee.
b. Ensure the resource is assigned to the price list that you are using for a registration event.
I was able to create a mock-up and was able to select it as per below.
To replicate your scenario:
When i created this resource, i purposely didn't checked the box of cancellation fee, which is why the resource was not showing up for the registration event, so that could be a potential reason.
Hope this helps.
0 upvotes
Hello everybody, everytime i am entering cancellation fees i am struggeling with the cut off date. For example: Until 31.03.21 our clients can make a cancellation for free. From 01.04. on the fee is at 100%. What is my Cut off date: the 31.03. or the 01.04.
The description makes it not clear to me.
Thanks and cheers
Christine
0 upvotes
Hi Christine,
The cutoff date is the first date the cancellation fee should apply. So for your scenario, you would want the cutoff date to be 01.04. Someone who cancels on 31.03 is not charged the fee, while someone who cancels on 01.04 will be charged.
Hope this helps!
Kim
0 upvotes
Thanks Kim, that clarifies all for me :-)
Cheers Christine
0 upvotes
Please sign in to leave a comment.