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How to Enable Automatic Cancellation of Bookings

Ensure that unused bookings are automatically canceled, freeing up space for others and maintaining efficient use of resources within your organization.

Ronspot provides two methods to automatically cancel bookings that are not confirmed:

  • requiring users to confirm their booking through a booking reminder
  • requiring them to check in for their booking.
This guide will walk you through the steps to set up automatic cancellations using either method.

Table of Contents

  1. Booking Reminders with Auto-Cancellation
  2. Check-In with Auto-Cancellation

 

Booking Reminders with Auto-Cancellation

Step 1: Navigate to Zones/Maps

Step 2: Select and Edit the Zone

  • Choose the zone you want to configure by clicking on it.
  • Click on the Edit button to enter the zone settings.

Step 3: Go to the 'Reminders' Tab

    • In the zone settings, click on the Reminders tab.

    Step 4: Configure the Following Fields:

    • Confirmation Required in Reminder:
      • Yes: Activating this option will add a clickable Yes - Required and No - Release buttons to the booking reminders sent to users. If a user does not confirm their booking, it will be automatically canceled.
      • No: No confirmation will be required, and bookings will not be automatically canceled.
    • Confirmation Required Within:
      • Define the timeframe within which users must confirm their booking after the reminder is sent. Unconfirmed bookings will be automatically released after this period.
    • Click on the Update button to save your changes.

    For more detailed instructions on configuring booking reminders, please refer to this article.


    Check-In with Auto-Cancellation

    Step 1: Navigate to Zones/Maps

    Step 2: Select and Edit the Zone

    • Choose the zone you want to configure by clicking on it.
    • Click on the Edit button to enter the zone settings.

    Step 3: Go to the 'Check-In' Tab

      • In the zone settings, click on the Check-In tab.

      Step 4: Configure the Following Fields:

      • Auto-Release:
        • Yes: If enabled, employees who fail to check in within the specified timeframe will have their booking automatically canceled.
        • No: If disabled, the booking will remain even if the employee does not check in.
      • Auto-Release After:
        • Define the timeframe within which users must check in after the reminder is sent. Unchecked bookings will be automatically released after this period.

      • Click on the Update button to save your changes.

      For more detailed instructions on configuring the check-in system, please refer to the relevant Ronspot documentation.