Setting your cancellation policy

Under Settings → Bar shift settings you determine how members are allowed to cancel a bar shift they're scheduled for.

Choosing a cancellation mode

• Cancel freely — a member cancels immediately, no reason needed. The first reserve automatically steps in.
• Cancel with a reason (default) — same immediate cancellation, but with a reason attached.
• Cancel on request — the member submits a request and stays scheduled until an administrator approves or rejects it.

Additional settings

• Cancellation deadline (hours in advance) — fill in how many hours before the start members can still cancel freely. After the deadline, every mode automatically switches to "cancel on request" behaviour: cancelling too late always goes through your approval, regardless of which mode you chose above. Leave this field empty or at 0 for no deadline.
• Reason required — enforces a reason for the "Cancel with a reason" or "Cancel on request" modes (not applicable for "Cancel freely").
• Allow swapping (off by default) — members can open up a shift for a colleague to take over, but only if there's no reserve for that shift.

What a member sees

On the bar shift page there's one button that adapts to your setting: Cancel or Submit cancellation request. With "Cancel freely" a single click is enough; with the other modes, a choice of fixed reasons appears (Sick, Work, Personal/family, Injury, Other) with an optional free-text field.

If "Allow swapping" is on and there's no reserve, the member also sees the button "Find someone to take over" — other members with bar shift rights then see that this shift is "looking for someone to take over" and can take it over with one click.

Reviewing requests

With the "Cancel on request" mode (or after the deadline), a request appears in the Cancellation requests section on the bar shifts page, along with the reason and how urgent it is. You choose Approve (the shift opens up, a reserve steps in) or Reject (the member stays scheduled). Nothing is ever decided automatically.

If a request sits unresolved for too long as the shift approaches, administrators automatically get a reminder.

Frequently asked questions

• I chose "Cancel freely" but someone still couldn't just cancel. The cancellation was probably after the configured deadline — approval is then always required, even with "Cancel freely".
• Does a reserve who steps in see the cancellation reason? No, the reason is only visible to administrators.
• The swap button doesn't appear, even though I turned on "Allow swapping". That button only appears if there's no reserve for that specific shift — if there is one, cancelling outright is faster anyway.
• Can a member submit two cancellation requests for the same shift? No, there can only be one open request per shift at a time.