Cancellations

The Cancellations view lists all cancelled reservations. Use it to review cancellation history, filter by reason or date, and manage cancellation records.

Access

From the sidebar: Reservation → Cancellations tab.

What You See

Cancelled reservations with these columns:

Column	Description
Reservation ID	The cancelled reservation's ID.
Guest Name	Name on the cancelled booking.
Email	Guest email — used as the default recipient when emailing the cancellation letter.
Room Type	Room type of the original booking.
Arrival / Departure	The original stay dates.
Cancellation Reason	The reason chosen when cancelling.
Note	Free-text note entered with the cancellation.
Cancelled By	The user who cancelled the reservation.
Cancelled At	Date and time of the cancellation.
Actions	View the cancellation letter, or delete the record (permission-controlled).

Cancellation Letter

Click the view action on a cancellation row to open the Cancellation Letter — a printable confirmation that the booking was cancelled, generated from the reservation's details.

From the preview window you can:

Action	Description
Print	Opens the print dialog for the letter.
Download	Saves the letter as a PDF.
Email	Opens a compose window with the guest's email address and a cancellation subject pre-filled, and attaches the letter as a PDF. Edit the recipient, subject, or message before sending.
Close	Closes the preview without sending anything.

Send the letter to the guest when they ask for written confirmation of a cancellation, or keep a printed copy for the property's records.

Cancelling a Reservation

To cancel a reservation:

1. Open the reservation from the All Reservations list.
2. Click Cancel from the reservation actions.
3. A modal appears — select a Cancellation Reason from the dropdown.
4. Confirm. The status changes to Cancelled and the reservation moves to the Cancellations list.

Cancellation reasons are configured in Configuration → Reservation Setup → Cancellation Reasons.

caution

Cancelling sets the reservation status to Cancelled and releases its room assignment. There is no "undo cancel" action that puts the reservation back to a bookable state. A user with the Move Back Reservation permission (move_back_reservation, shared with delete permissions) can delete the cancellation record from the Cancellations list, but this only removes the historical record — it does not automatically restore the reservation's status or room assignment. In practice, treat cancellation as final: create a new reservation instead of trying to reinstate a cancelled one.

Cancellation Reasons

Cancellation reasons are required when cancelling. Common examples:

• Guest Request
• No Show
• Duplicate Booking
• Rate Not Available
• Property Request

Add or manage reasons in Configuration → Reservation Setup → Cancellation Reasons.

Searching Cancellations

The Cancellations tab has a single Search cancellations… box above the list. Typing filters the list across the cancellation records — use it to find a booking by reservation ID or guest name. There are no separate date, reason, or room-type filter dropdowns on this tab.

Use the column toggle beside the search box to hide columns you don't need — see Screen Basics.

See also

• All Reservations — Cancel from the reservation detail.
• Reservations Overview — Statuses and workflow.
• Configuration → Cancellation Reasons — Set up cancellation reason codes.