Cancellation terms and refunds

Write your cancellation terms once on Cancellations & refunds (under Money), for example: at least 28 days before, nothing to pay; at least 14 days, half; later than that, the full hire. The most notice that fits applies.

In the hirers’ app, the Cancel sheet says exactly what cancelling now will cost, and what they will get back, before they confirm. You can let hirers cancel right up to the start this way.

When it is cancelled — by the hirer in the app, or by you on the Bookings screen with “apply the cancellation terms” ticked — an unpaid invoice becomes the charge (or is settled at nothing to pay), a charge is invoiced if there was no invoice yet, and anything the hall has beyond the charge is listed under Refunds to make. The hirer is emailed what happened, with a link to pay if there is something to pay.

Refunds are never sent by HallPro. The treasurer refunds the card payment in Stripe, GoCardless or SumUp, or pays back by bank transfer, and marks it Refunded (or Kept as credit) here.

Hirers on monthly or termly group bills are not charged this way, and damage deposits are returned as usual. You can leave out other kinds of hirer too.

For example: The Hendersons paid £120 for a Saturday and cancel 10 days before. The terms say 100% under 14 days, so nothing is refunded. Had they cancelled 20 days before, 50% would be charged: £60 kept, and £60 listed for the treasurer to refund through Stripe.

Questions people ask

We want to let somebody off.
On the Bookings screen, cancel without ticking “apply the cancellation terms”. Nothing is charged; deal with any invoice as you would have before.