In some cases, you may want to make a charge for a reduction in the number of guests who attend their reservation, if the guest has not notified you in advance.

Charges for a reduced number of guests should be clearly stipulated in your T&C's at the time of booking, and/or explained clearly in the booking confirmation email, so that this does not come as a surprise to the guest.

Example:

“Please note that due to high levels of no-shows, we require credit card details to secure your booking. No money is taken from your card at the time of making the reservation, but we reserve the right to charge £10 per guest if you fail to attend your reservation, or do not provide us with at least 24 hours cancellation notice. This also applies to a reduction in number of guests attending the reservation, without prior notification.”

How to charge for reduced number of guests

In Booking Diary view, click on the Audit Trail button located at the end of the booking record.

Then click on the CHARGE NO SHOW button located at the bottom of that screen

Enter the amount that you want to charge that booking in the Charge Amount line. The system will display the maximum amount allowed in Max. Allowed - in this example, the booking was for 30 people and the credit card rule set to £10 per person for No Shows. So the Max. Allowed would be £300 (the whole table did not show). In this example, only 27 people turned up, so you want to charge 3 x £10 = £30…

Then click on CHARGE

The transaction appears in the PAYMENT HISTORY with a time stamp.

Refunding a reduction in numbers fee

In some cases, the guest may dispute the charge and you may have to refund it.

To process a refund, in Booking Diary view, click on the Audit Trail button located at the end of the booking record.

Then click on the PROCESS REFUND button

Enter the refunded amount, an explanatory note and click on PROCESS REFUND

The refund will appear in the PAYMENTS / REFUNDS tab for that booking