When managing reservations, it is sometimes necessary to cancel them. You can manage cancellations in the dashboard, and for reservations paid online, we’ve added the option to retain the payment if your room’s terms and conditions allow for it in the event of a last-minute cancellation.
How to cancel a reservation paid online WITHOUT a refund?
Here’s a step-by-step guide to how this process works from the calendar view:
Log in to the Cockpit dashboard and go to the calendar view.
Click on the reservation to open its details window.
In the lower-left corner of the booking window, click the red trash can icon.
A small drop-down menu will appear. Click the “Cancel without refund” option.
The system will ask you to confirm the action (“Are you sure you want to settle and delete this booking?”).
At this point, you can decide whether the client should receive an email about the appointment cancellation—simply check or uncheck the “Send notification to client” option.
Confirm the action by clicking the green checkmark button in the lower-right corner.
It’s important to understand exactly how the system will behave after using this feature:
Release the time slot: The time slot in the calendar is immediately released and is ready to accept the next reservation.
Notification: By default, the customer receives an email confirming that their reservation has been canceled (unless you uncheck this option).
System status: The reservation does not change its status to “inactive” or “deleted,” but it still appears in the system’s general list.
Accounting considerations: Maintaining the status of an active and settled reservation is necessary for financial reasons. The amount collected must be included in settlements with partners, and deleting it would prevent the correct generation of an invoice.
Important note about editing:
Since the reservation appears as active and settled in the system, you should not change its date after canceling it. If you reschedule such a reservation for another day, it will block the slot again and become visible on the calendar.
Do you have any questions? Contact us!
Please send all queries to: support@lock.me. We’ll respond to your message as soon as possible.