Lead time and cancellation for extras
Every extra has a lead time. Until then it can be ordered, changed and cancelled for free; after that it is fixed and charged even if the booking is cancelled.
You do not order bread rolls for twelve people ten minutes ahead. That is why every extra has a lead time: none, 1 day, 2 days or 1 week before the booking starts. It is counted in hours from the start: 1 day means 24 hours before, not "the day before until midnight".
- Before the lead time, the extra can be ordered, changed in quantity and people, and moved with the booking. If the booking is cancelled, it is not charged.
- From the lead time on, it is fixed. It can no longer be ordered or changed, the booking can no longer be moved, and on cancellation it stays charged.
What follows from that:
- The rule is fixed, not a setting. Before booking, guests read on the extra until when it can be ordered and from when it stays charged; the confirmation email gives date and time.
- If a guest cancels, they get everything back except the fixed extras. They cancel until the booking starts, through the link in their email. The cancellation receipt covers only the refunded amount.
- If a member cancels, the fixed extras still go on their monthly invoice. The room booking itself drops out of billing.
- This applies to every cancellation, including one you make and one caused by a contract ending.
- A fixed extra per person also fixes the number of people. Other extras that are not fixed yet can still be changed.
- If a booking is moved before an extra is fixed, selfdesk recalculates the extras for the new time. An extra the new room does not offer, or whose lead time has already been reached for the new time, is dropped.
- An extra without a lead time can be ordered until the start and follows the room's rule on cancellation. See Cancellation rules.
Lead time for guest bookings
Separate from this is the lead time on the page Online booking for guests: guests book a room at the earliest 2 hrs, 1 day or 2 days ahead, or with no lead time. Times that are too soon are not free in the booking form, and a sentence gives your contact address. Members are not affected. See Sell rooms online to guests.