Seasons & SessionsCancellation Fees

Cancellation Fees

Create and manage cancellation fee sessions for your seasons.

Cancellation fees — guide for camp staff

This guide is written in everyday language for office and registration staff.

Use Cancellation Fees to create a dedicated fee session in a season. You can then use that session consistently when charging a cancellation fee.

Who should use this

Use this guide if you:

  • manage products/sessions in the staff admin website
  • handle cancellations and fee adjustments
  • need a consistent way to track cancellation-fee charges

Where to find Cancellation Fees

Open the season

Sign in to your staff admin website.

Open your products/sessions page for the season you are managing.

Find the Cancellation Fees panel

Find the Cancellation Fees button near the top of the page.

Select it to expand the panel.

If you do not see Cancellation Fees, the feature is likely not enabled for your account yet. Ask your administrator or support contact.

Create a cancellation fee

In the expanded Cancellation Fees panel, enter:

  • Name: clear session name (example: Cancellation Fee)
  • Amount: fee amount (example: 150.00)
  • Description: short explanation shown with the fee

Then select Create Cancellation Fee.

What happens after save

  • The fee appears in Existing Cancellation Fees.
  • It is saved for the current season.
  • The amount is set as the fee amount for that cancellation-fee session.

Edit an existing cancellation fee

Choose the fee to update

In Existing Cancellation Fees, find the row you want.

Select Edit.

Update the details

Update name, amount, or description.

Select Update Cancellation Fee Session.

Use Cancel Edit if you want to leave edit mode without saving.

Delete a cancellation fee

Start deletion

In Existing Cancellation Fees, select Delete.

Confirm deletion

Confirm deletion when prompted.

When delete is blocked

You cannot delete a cancellation fee session that is already in use by registrations. In that case:

  • keep the existing session for historical records
  • create a new one if you need a different amount/name going forward
  • Use one clear naming pattern each season (example: Cancellation Fee - 2026).
  • Keep descriptions short and policy-focused.
  • Avoid creating multiple sessions with nearly identical names.
  • Confirm the amount with finance before saving.

Troubleshooting

Quick workflow checklist

  • Open the right season
  • Expand Cancellation Fees
  • Create or edit with clear name/amount/description
  • Save and verify it appears in Existing Cancellation Fees
  • Delete only unused sessions
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