Cancellation policies
Cancellation policies define when guests can cancel for free or when a fee applies.
Each rate plan needs to have a cancellation policy. apaleo provides two default cancellation policies: strict and flexible. Make sure you review them, to see if they fit your needs. You can also define additional policies: Navigate to Rates > Policies > Cancellation to create and change policies. Changing a cancellation policy will not affect existing reservations.
Attention! Additional Cancellation policies cannot be canceled once created.
Defining the policies requires some time-math thinking. Here are some examples to get you started:
| Policy | Time period | Reference point |
| Free cancellation up to 14 days after booking | 0 months, 14 days, 0 hours | After booking |
| Free cancellation until 48 hours before check-in | 0 months, 0 days, 48 hours | Prior to arrival |
| No free cancellation | 0 months, 0 days, 0 hours | After booking |
| Free cancellation until check-in | 0 months, 0 days, 0 hours | Prior to arrival |
No-Show policies
No-show policies define the fee that applies when a guest did not arrive at the supposed arrival date, without any notice.
Each rate plan needs to have a no-show policy. apaleo provides one default no-show policy: strict. Make sure you review it to see if it fits your needs. You can also define additional policies. Navigate to Rates > Policies > No-Show to create and change policies. Changing a no-show policy will not affect existing reservations.
Attention! Additional No-Show policies cannot be canceled once created.
Fees
You can define how to calculate no-show and cancellation fees for each hotel individually. The following settings apply both to cancellation and no-show policies' fees.
VAT
You have to define the VAT that applies to the cancellation or no-show fee. Check these values with your accountant and verify they are aligned with the country's taxation rules.
Formula
You can configure a fixed fee, a percent fee or even a mix of both. While this allows you to model very complex fees, your guests will be happier if they are simple.
When configuring the percent fee, you can decide if services like breakfast should be included or not.
Note: only services which are included in the rateplan with pricing mode "included" are considered here. If a service is included in the rate plan with pricing mode "additional" and it is specified here, it will not be included in the no-show fee.
You can also limit it to the first night, the first two nights, etc. If you do not specify a limit, the whole duration of the stay is used to calculate the fee.