Where it usually breaks
And how to keep it from happening.
- A refund is paid while the booking is still Confirmed.
- A pool closure cancels the session but leaves bookings open.
- A refund is recorded twice.
- Swimming Pool Management
- Process
- Cancellations and refunds
Cancellations and refunds
Cancel bookings and sessions, decide refunds and record them against the original payment.
Step by step
-
Cancel the booking Front Desk Coordinator
Front Desk Coordinator cancels a member's booking, or every booking on a session the pool cancels.
- Booking Cancelled
- Updates Bookings, Sessions
-
Decide the refund Aquatics Manager
Aquatics Manager decides whether the cancellation qualifies for a refund under the pool's policy.
- Refund approved
- Updates Payments, Bookings
ApprovalA person approves before the work moves on. -
Return the money Accounts Coordinator
Accounts Coordinator refunds through the original payment method.
- Money returned
- Updates Payments
-
Record the refund Accounts Coordinator
Accounts Coordinator marks the payment Refunded.
- Payment Refunded
- Updates Payments
-
Review closures Aquatics Manager
Aquatics Manager reviews refunds caused by pool closures each month.
- Closure cost reviewed
- Updates Payments, Pool water checks
Who does what
Roles and permissions- Front Desk Coordinator
- , Aquatics Manager, Accounts Coordinator.
Set up Swimming Pool Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.