Cancellation Reports

Cancellation Reports

Cancellation Reports provide detailed analysis of booking cancellations, helping you understand cancellation patterns, identify reasons for cancellations, and implement strategies to reduce cancellation rates.

What are Cancellation Reports?

Cancellation Reports provide:

• Total number of cancelled bookings
• Cancellation rates and trends
• Cancellation reasons analysis
• Time-based cancellation patterns
• Customer cancellation history
• Revenue impact of cancellations

Why Cancellation Reports are Important

These reports help you:

• Track cancellation rates
• Identify cancellation patterns
• Understand reasons for cancellations
• Reduce cancellation rates
• Minimize revenue loss
• Improve booking policies
• Identify problematic customers
• Optimize cancellation management

Accessing Cancellation Reports

To view Cancellation Reports:

1. Navigate to Reports → Booking Reports
2. Select Cancellation Reports
3. Set the date range for analysis
4. Apply filters if needed (customer, table, reason)
5. Generate the report

Cancellation Report Information

The report typically displays:

• Total Cancellations: Total number of cancelled bookings
• Cancellation Rate: Percentage of bookings cancelled
• Revenue Lost: Revenue impact of cancellations
• Cancellation by Reason: Breakdown by cancellation reason
• Cancellation by Time: When cancellations occur
• Cancellation by Customer: Customers with most cancellations
• Cancellation by Table: Tables with most cancellations
• Advance Notice: How much notice was given
• Deposit Impact: Deposits retained or refunded

Filtering Cancellation Reports

You can filter reports by:

• Date Range: Daily, weekly, monthly, or custom periods
• Customer: Filter by specific customers
• Table: Filter by specific tables
• Cancellation Reason: Filter by reason
• Advance Notice: Filter by notice period
• Deposit Status: Filter by deposit handling
• Location/Floor: Filter by restaurant floor

Cancellation Rate Analysis

Key cancellation metrics:

• Overall Cancellation Rate: Total cancellations / Total bookings
• Time-based Rate: Cancellation rate by time period
• Customer-based Rate: Cancellation rate by customer segment
• Table-based Rate: Cancellation rate by table
• Trend Analysis: Cancellation rate trends over time

Cancellation Reasons

Common cancellation reasons tracked:

• Customer Request: Customer-initiated cancellation
• Weather: Weather-related cancellations
• Emergency: Emergency situations
• Change of Plans: Customer change of plans
• Double Booking: Booking conflicts
• Restaurant Request: Restaurant-initiated cancellation
• No Reason Given: Unspecified reasons
• Analyze reasons to identify patterns

Cancellation by Time

Time-based cancellation patterns:

• Time of Cancellation: When cancellations occur
• Advance Notice: How much notice was given
• Last-Minute Cancellations: Cancellations with short notice
• Peak Period Cancellations: Cancellations during busy times
• Identify patterns in cancellation timing

Cancellation by Customer

Customer-wise cancellation analysis:

• Customers with highest cancellation rates
• Frequent cancellers identification
• Customer cancellation history
• Impact on customer relationships
• Plan strategies for frequent cancellers

Revenue Impact

Financial impact of cancellations:

• Lost Revenue: Revenue from cancelled bookings
• Potential Revenue: Revenue that could have been earned
• Deposit Retention: Deposits retained from cancellations
• Refund Amount: Deposits refunded
• Net Impact: Overall financial impact

Deposit Management

Deposit handling for cancellations:

• Deposits Retained: Non-refundable deposits
• Deposits Refunded: Refunded deposits
• Deposit Policy Compliance: Adherence to policies
• Deposit Impact on Revenue: Financial protection

Using Cancellation Reports for Decision Making

Policy Improvement

Use reports to:

• Refine cancellation policies
• Adjust deposit requirements
• Implement cancellation fees
• Set advance notice requirements

Customer Management

Use reports to:

• Identify problematic customers
• Implement restrictions for frequent cancellers
• Improve customer communication
• Build better customer relationships

Revenue Protection

Use reports to:

• Minimize revenue loss
• Optimize deposit policies
• Implement waitlist management
• Improve booking management

Reducing Cancellation Rates

Strategies to reduce cancellations:

• Require deposits for bookings
• Implement cancellation fees
• Send booking reminders
• Improve customer communication
• Offer flexible rescheduling
• Build customer loyalty
• Maintain waitlists

Exporting Cancellation Reports

You can export reports:

• Export to Excel for detailed analysis
• Export to PDF for sharing with management
• Schedule automated cancellation reports
• Share with restaurant team

Best Practices

• Review cancellation reports regularly
• Monitor cancellation rates and trends
• Track cancellation reasons
• Identify patterns and take action
• Implement policies to reduce cancellations
• Communicate clearly with customers
• Use deposits to protect revenue
• Maintain waitlists for cancellations

Cancellation Reports vs. Other Reports

Cancellation reports complement other reports:

• Cancellation Reports: Focus on cancelled bookings
• Booking Summary: Overall booking overview
• No-Show Reports: Customers who didn't arrive
• Use cancellation reports for policy improvement
• Use other reports for comprehensive analysis

Need Help?

If you have issues with Cancellation Reports:

• Ensure cancellations are properly recorded
• Verify cancellation reasons are captured
• Check that dates are correctly selected
• Ensure proper access permissions
• Contact support if data seems incorrect

Related Articles

Learn more about:

• Booking Summary Report
• Deposit Reports
• Booking Cancellation
• Deposit Management
• Restaurant Performance Reports

Cancellation Reports are essential for understanding and reducing booking cancellations. Regular review helps identify patterns, improve policies, and minimize revenue loss.