Step 1: Configure Your Cancellation & Refund Policy
Before you can apply cancellation fees, you must first configure your cancellation rules.
How to Set Up Your Cancellation Policy
Click Simulators in the top menu bar.
Find your simulator location.
Click the gear icon next to the simulator.
In the left sidebar, click Cancel Policy.
Step 2: Set Your Refund Window
Inside the Cancel Policy section, you can define when customers are eligible for refunds.
Example Policy Options
You can choose to deny refunds if a customer cancels within a certain time window such as:
3 hours before reservation
6 hours before reservation
12 hours before reservation
24 hours before reservation
💡 Best Practice: Most facilities choose either 12 hours or 24 hours to protect against last-minute cancellations.
Step 3: Configure a Cancellation Fee
In addition to your refund policy, Birrdi allows you to define an optional Cancellation Fee (for example, $5 or $10).
Important Notes About Cancellation Fees
Cancellation fees are NOT applied automatically.
This is a manual enforcement tool for staff.
The fee is intended to discourage repeated abuse of booking policies.
Step 4: When to Apply a Cancellation Fee
You may choose to apply a cancellation fee if a customer:
Repeatedly cancels late
Violates facility policies
Creates booking disruptions
Abuses reservation privileges
Cancellation fees are typically used in addition to withholding refunds.
Step 5: Charging the Cancellation Fee
When a cancellation fee is configured, Birrdi adds a Charge Cancel Fee button to each reservation.
Where to Find It
Open the reservation.
Scroll to the bottom of the reservation details.
Click Charge Cancel Fee.
Important Notes
This is a manual action — Birrdi will not charge the fee automatically.
You can invoke Charge Cancel Fee at any time when you determine it’s appropriate.
The fee is charged as a one-time charge to the card on file.
Key Reminders
Refund rules are controlled by your Cancel Policy settings.
Cancellation fees are manual charges, not automatic.
Fees are typically used to prevent future booking abuse.
Final Notes
Make sure your cancellation and refund policies are clearly communicated to customers in your Terms & Conditions or booking flow.