This guide explains how to set up and update modification policies in Bookeasy Stay to protect your revenue and set clear expectations for guests. Modification policies define the terms under which guests can amend their bookings, including changes to dates, room types, or guest numbers, along with any applicable fees or conditions. These policies display on your booking engine during the reservation process and help manage guest expectations whilst safeguarding your business from last-minute changes.

Configurable Modification Policies, both at the operator and booking centre level, are important milestones in the Bookeasy Client Self Service portal. These policies are essential if you are connected to a Bookeasy booking centre that utilises this functionality. To allow guests the ability to cancel or modify their own booking online, you will require the Automated Refunds add on. Please discuss with the Bookeasy Support Team.

Note:  If you are using Secure Travel Payments gateway, the automated refunds functionality is included.

If you do not have this functionality, all cancellations and refunds are administered manually.

1. Navigate to the left-hand menu (3 lines in the top left hand corner) 
2. Click Setup > Modification Policies
3. Click Add New Policy
4. Give your Modification policy a name and set a priority (only required if setting up multiple policies) > Click Next
   Note: If a booking has more than one rule applying to its stay, the higher priority rule will be used (1- Highest Priority, 10- Lowest).
   
5.  Rules & Fees Tab > Select a Policy Type from the Drop Down: 
   Note: Templated policies, rules and fees cannot be edited. 
   1. No Cancellations: Booking modifications are not permitted.
   2. Very Strict: Free modifications when made greater than 60 days of your arrival date. Booking modifications made within 60 days of your arrival date will incur a $25 fee.
   3. Strict: Free modifications when made greater than 30 days of your arrival date. Booking modifications made within 30 days of your arrival date will incur a $25 fee.
   4. Moderate: Free modifications when made greater than 7 days of your arrival date. Booking modifications made within 7 days of your arrival date will incur a $25 fee.
   5. Flexible: Free modifications when made greater than 48 hours of your arrival date. Booking modifications made within 48 hours of your arrival date will incur a $25 fee.
   6. Last Minute: Free modifications when made greater than 24 hours of your arrival date.Booking modifications made within 24 hours of your arrival date will incur a $25 fee.
   7. Custom: Allows you to create your own cancellation fee structure with custom timeframes and refund percentages/ amounts
6. Click Next
7. Dates Tab > Should you wish for your policy to only be valid for particular dates, complete the following; 
   1. Effective Date Ranges - Apply policies only during specific booking periods
   2. Check In Date Ranges - Apply policies only for specific travel dates
8. Click Next
9. Products Tab > Cancellation policy automatically applies to all bookable products (rooms). If you would like to apply your modification policy to selected products only, use the below dropdown to search and select. 
10. Click Save Changes