Configure a Late Cancellation Policy

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Step 1: Log in to your agent dashboard and click More > Application & Profile Builder as shown in the screenshot below.

Step 2: Click the corresponding gear icon of the booking section for which you want to apply the cancellation policy.

You can apply different cancellation policies to different booking sections if required.

Step 3: Select the Charging & Payments tab from the list of available tabs.

Step 4: Check the Has Cancellation Policy checkbox.

Step 5: Click the + icon to continue.

Step 6: Specify the date range during which the cancellation policy should apply.

For example, if you want the policy to apply when a booking is cancelled within 24 hours before the start time, set the From field to 0 and the To field to 24.

In this case, the cancellation policy does not apply if the booking is cancelled more than 24 hours before the start time.

Step 7: Set the fee you want to be charged for cancellation in the Cancellation Policy field.

Step 8: Select the Booking Status where the cancellation fee should be charged.

Step 9: Select the appropriate status in the Change Job Status To field to update the shift once the cancellation policy has been applied.

This ensures that shifts for which a late cancellation fee has been incurred are accurately tracked.

Step 10: Select the Holiday Scope to determine whether the cancellation policy should apply to:

All bookings
Only bookings on holidays
Exclude bookings on holidays

Step 11: Select the Booking Categories you want to apply the cancellation policy to.

Step 12: Select the applicable cancellation reasons for which the cancellation fee should be applied.

Step 13: Check the Only apply cancellation fee if the job was assigned in Bright Horizons checkbox if you want the policy to apply only when the booking has been successfully assigned in Bright Horizons.

This ensures that the cancellation fee is only applied when the job was processed and assigned through Bright Horizons.

Step 14: Check the Only apply cancellation fee if candidate was assigned checkbox if you want the policy to apply only when a candidate has been assigned to the booking.

This ensures clients are not charged if no candidate was assigned.

Step 15: Check the Do not charge the cancellation fee (Only save cancellation fee to the suggested charge) checkbox if you want the system to calculate the fee without automatically charging the client.

This is useful if your agency prefers to invoice clients manually instead of charging their saved payment method.

You can also check or uncheck the Charge rush fee when candidate accepts or is assigned to the job checkbox as needed. For more information, refer to the Use Charge Rush Fee Feature article.

Step 16: After entering all the required information, click Save to apply the cancellation policy.

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Configure a Late Cancellation Policy

Configure a late cancellation policy to define when cancellation fees should apply and how they are charged. Set the applicable time range, fee structure, booking categories, and conditions to ensure cancellations are handled according to your agency’s billing rules.