Policies

Where: Configuration → Policies (also a tab of the Prices bar). Who: owners and managers.

Policies say when and how people can book: how far ahead, for how many days, how much is paid upfront, what happens if the customer cancels. Price rules make the price; policies make the conditions.

/admin/e/…/policies

Default policy and season policies

• The Default policy applies to every booking unless a season policy overrides it.
• Season policies apply to the selected season and override the default where the scope matches. With several applicable policies the highest priority wins.
• Fields left on As default inherit from the default policy (or, if missing, from the System value).

Every booking stores the conditions applied at booking time: if you change the policies later, cancellations and refunds of that booking still follow the conditions the customer accepted.

Creating a policy

1. In the Season policies tab press New policy (or start from a Quick example).
2. General: Name, Priority, Active.
3. Scope: Channels, Zones, Packs, Periods. Empty dimensions = all.
4. Fill in only the sections you want to change compared with the default (see below).
5. Save.

The sections

Lead time

Field	Meaning
Minimum lead time (days)	For example 1 = no booking for today.
Cutoff time	After this time the lead time counts from tomorrow (HH:MM format).
Maximum lead time (days)	How far into the future people can book.
Same-day booking	Allowed or not.
Same day until	Latest time to book for today.

Duration

Field	Meaning
Allowed formulas	Half day, Day, Multi-day, Week, Fortnight, Month, Season. No selection = as default.
Minimum days / Maximum days	Allowed length of stay.
Required start weekday	For example Saturday, for Saturday-to-Saturday weeks.

Payment

Field	Meaning
Online payment	Full at booking, Deposit or On site.
Deposit type	Percentage or Fixed amount, with Deposit (%) or Deposit (€).
Balance due	On arrival or Days before (with Days before arrival).

With On site an online booking is confirmed without payment and the balance is collected at the desk.

Cancellation and changes

Define refund tiers: each tier applies up to N days before arrival, with Refund (%) and As (Refund in money or Credit to the customer). The engine reads them from the furthest to the closest; Sort by days puts them in order. No tiers = cancellations are not refunded.

Example	Up to days before	Refund	As
Tier 1	14	100%	Refund
Tier 2	3	50%	Credit
Tier 3	0	0%	—

Changes up to days before and Change fee (€) apply to changes made by the customer in the manage area. Bad weather: No protection, Refund or Credit for cancellations due to bad weather.

Other

Field	Meaning
Requires approval	The booking stays Awaiting approval (spot held) until the manager approves or rejects it.
Maximum spots per booking	Limit per booking.
Spot change during the stay	Lets automatic assignment split a stay over several spots.
Customer can release season days	Pass holders release days from the manage area.
Credit for released days	If a released day is resold, the pass holder accrues a Credit (%) of its value.

Quick examples

Quick examples fill in the scope and rules of typical cases; you can then change anything.

Example	What it sets
August online: Saturday-to-Saturday weeks	Scope Online channel and August periods; Week formula, starting on Saturday
Gazebos need approval	Scope Gazebo pack; requires approval
Online: full payment	Scope Online channel; full payment at booking
Desk: no constraints	Scope Desk channel; no advance payment

What the customer sees

The applied conditions (deposit, balance, cancellation) are shown before confirming, both in the panel preview (Terms applied) and on the public page. If a request breaks the policy, the customer gets the reason (for example Minimum lead time not met, Start weekday not allowed).

The panel can override, but not approve

Forcing never skips approval: a booking that requires it (policy with mandatory approval or a pack that requires it) stays Awaiting approval until the owner or the manager approves it, even when forced or already paid at the desk. At the desk staff can still confirm a booking outside the policy (lead time, duration, start day…) with Book anyway: the action stays in the activity log.