How do I add a cancellation link to email notifications?

Make it easier for your Customers to manage their reservations by adding a cancellation link to your Checkfront email notifications. This guide shows you how to include it so they can cancel bookings directly from their message.

You can learn how to add a cancellation link to Customer email notifications.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Manage > Notifications
   

What more do I need to use this feature?

• Admin permissions to manage Notifications. 
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic version using classic items (Inventory > Items) and our classic version using classic products (Inventory > Products).  → Learn more about products

What is an email notification? A notification is an email message sent to your Customers to confirm booking actions, and may include a booking confirmation, notice of changes made to the booking, or a payment request.

Do you want your Customers to cancel their bookings online without you having to make the change? Using an email variable, you can send them an email notification with a link to do this!

Payments are not automatically refunded for canceled bookings If a Customer cancels their booking, payments are not automatically refunded. Staff are responsible for refunding the Customer if necessary. Learn more about processing refunds here: Refunding payments from booking invoices

What are email variables? Email variables are elements you can add to emails that the system automatically fills with information once the recipient receives them, e.g., {$BOOKING_CANCEL_URL}. Learn more about email variables here: Working with variables in email notifications

Learn more about notifications and statuses For a detailed look at email notifications and booking statuses in booking invoices, check out the following articles: Introduction to email notifications Working with booking statuses from booking invoices

You can include a cancellation URL directly in notification emails. Follow these steps:

1. Navigate to the Notifications area (Manage > Notifications).
2. Click + New Notification to create a new notification or select an existing entry to edit it.
3. Add the {$BOOKING_CANCEL_URL} variable in the Email section under the HTML tab.
4. Click the Save button after you finish setting up the notification.
5. Change the booking's status to trigger the notification with the variable to send to the Customer.
   
   
   
   When the system delivers the email to the Customer, the variable automatically converts to a URL that the Customer clicks to open the booking receipt page.
   
   
6. The system prompts the Customer to click the Confirm button in the Confirm Cancellation modal to confirm the booking cancellation.
7. The system then cancels the booking, and the booking receipt page refreshes to show the Cancelled status.

You can include a text cancellation link in notification emails. Follow these steps:

1. Navigate to the Notifications area (Manage > Notifications).
2. Click + New Notification to create a new notification or select an existing entry to edit it.
3. Highlight a word/phrase in the email content, e.g., Click here to cancel.
4. Click the Link menu button and then click Insert Link.
5. In the window that shows, place the {$BOOKING_CANCEL_URL} variable in the URL field and click Insert.
6. Click the Save button after you finish setting up the notification.
7. Change the booking's status to trigger the notification with the variable to send to the Customer.
   
   
   
   When the system delivers the email to the Customer, the variable automatically converts to a text link that the Customer clicks to open the booking receipt page.
8. The system prompts the Customer to confirm the booking cancellation by clicking the Confirm button within the Confirm Cancellation modal.
   
   
   
   The system then cancels the booking, and the booking receipt page refreshes to show the Cancelled status.