Canceling Reservations and Appointments

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

If a reservation has not been checked in, it can be cancelled within Gingr. For your convenience, there are several places within the app where you can cancel an upcoming reservation or appointment.

This article includes:

Helpful Hints: Before you begin.

  • You can run a report based on cancellation reasons by navigating to Left-hand Navigation: Reports & More » Reports » Cancellations.
  • You can edit the cancellation reasons on this list by navigating to Left-hand Navigation: Admin » Cancellation Reasons.
  • You cannot bulk cancel standing reservations.  
  • If there are deposits attached to any reservation, they will need to be forfeited or refunded. Learn more about how to do that here

 

How to: Cancel Reservations and Appointments.

Dashboard: Expected Section

If a pet was expected to arrive today, but called to cancel - you can cancel a reservation or appointment from the Expected section by clicking the X button in the Actions column.


Screen_Shot_2018-10-17_at_5.06.55_PM.png

 

A window will pop up with a list of cancellation reasons to choose from. Select the cancellation reason that best fits the situation and click Cancel with Reason, or click Cancel with No Reason.

 

Screen_Shot_2018-10-17_at_5.10.57_PM.png

 

 

Animal Profile

  1. Search for the pet using the Search function, and click on the pet's name.

    Screen_Shot_2018-10-17_at_5.12.40_PM.png
  2. You will be directed to the Animal's profile, where you will click on the Reservations tab.
  3. Find the reservation or appointment that you would like to cancel, and click Cancel Reservation from the Actions menu.

    Screen_Shot_2018-10-17_at_5.14.44_PM.png
  4. A window will pop up with a list of cancellation reasons to choose from. Select the cancellation reason that best fits the situation and click Cancel with Reason, or click Cancel with No Reason.

    Screen_Shot_2018-10-17_at_5.10.57_PM.png

 

 

Owner Profile

  1. Search for the pet or owner using the Search function, and click on the owner's name.

    Screen_Shot_2018-10-17_at_5.12.40_PM.png
  2. You will be directed to the Owner's profile, where you will click on the Reservations tab.
  3. Find the reservation or appointment that you would like to cancel, and click Cancel Reservation from the Actions menu.

    Screen_Shot_2018-10-17_at_5.18.01_PM.png
  4. A window will pop up with a list of cancellation reasons to choose from. Select the cancellation reason that best fits the situation and click Cancel with Reason, or click Cancel with No Reason.

    Screen_Shot_2018-10-17_at_5.10.57_PM.png

 

 

Facility Calendar

  1. Navigate to Left-hand Navigation: Calendar » Facility Calendar.

  2. Locate the date of the reservation, and click on the Reservation Type to view all reservations for that day for that particular reservation type.

    Screen_Shot_2018-10-17_at_5.23.38_PM.png
  3. Find the reservation that you would like to cancel, and click on Cancel Reservation from the Actions Menu.


    Screen_Shot_2018-10-17_at_5.24.11_PM.png
  4. A window will pop up with a list of cancellation reasons to choose from. Select the cancellation reason that best fits the situation and click Cancel with Reason, or click Cancel with No Reason.

    Screen_Shot_2018-10-17_at_5.10.57_PM.png

 

How to Bulk Cancel Reservations

There are many reasons why you may need to cancel multiple reservations at the same time. Cancelling reservations in bulk is much easier than cancelling a lot of reservations one-by-one.

Important! Ensure that all reservation types are listed under the Reservation Cancellation Email template and that the template is enabled by going to Left-Navigation: Admin » System Email. Failure to do so may result in cancellation emails not sending to some pet parents. Learn more about System Email here.

  1. Navigation to Left-Navigation: Reports & More » Reports » Reservations by Date Range report
  2. Enter the date range.
  3. Select the Reservation Type.
  4. Click the Generate Report button.
  5. Click the checkbox next to reservations you wish to cancel.

    Screen_Shot_2020-03-27_at_3.49.40_PM.png
  6. A Cancel button will appear at the top, click the button to cancel the reservations.

    Screen_Shot_2020-03-27_at_3.50.52_PM.png

    Important! If there are deposits attached to any reservation, they will need to be forfeited or refunded. Learn more about how to do that here

 

FAQ

How can I be notified of a cancelled reservation?

You can configure user groups to receive a notification when reservations and appointments are cancelled. Navigate to Left-hand Navigation: Reports & More » Groups and turn on the Notification: Cancelled Reservation permission.

    • This permission can be local to only locations where the reservation was for or can be global, meaning a notification will display at all locations when a reservation is cancelled, regardless of the location. 
    • For more information see our article on App Notifications

 

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