Context: When a booking is cancelled in Calpendo it is possible to ask for cancellation reasons to be given which are then stored against that cancelled booking record.  This is useful for auditing reasons why bookings were cancelled especially for costing purposes.  By default Calpendo supplies a site wide list of cancellation reasons which can be edited and added to.


A cancellation reason specific to a resource must first be added to the site wide list of cancellation reasons.  This means it will still be available as a cancellation reason for any other resources which request a cancellation reason but do not use specific ones themselves.


Suitable for: Admins regardless of experience although some basic Bakery knowledge to handle Integer lists is recommended.


Objective:

  • Show how to edit the site wide list of cancellation reasons
  • Show how to edit resource specific cancellation reasons


Part 1: Edit site wide cancellation reasons


  1. Click Admin in the menu bar and go to Bakery
  2. In the Bakery expand the tree list under the left for Mapped Int and select CancellationReason
  5. Except for Linked booking cancelled you can remove the current values if required however remember that this applies to all resources set to require cancellation reasons.
  6. However please do not adjust any existing names or values if they have been used in any existing bookings.  These should remain as is.
  7. Red outlines indicate that a name or value has been reused - this is not allowed and a unique name and value should be chosen
  8. Click save once you are done.  YOU MUST then click Reload DB Configuration (red arrow) and then refresh your browser for these to be available in Calpendo.  Users will automatically see them the next time they login or refresh a page.


Part 2: editing resource specific cancellation reasons

  1. Click Admin > Resource Editor
  2. Select the resource you wish to edit from the tree menu on the left and click edit
  3. Make sure there is a tick on the option Require Reason for Cancellations
  4. In the tab Cancellation Reasons which now appears below you can add the cancellation reasons you choose to use for this resource.
  5. If you do not define any reasons here than the full list of site wide cancellation reasons will be used.