How Do I Manage Non-Refundable Amounts?

GroupCollect gives Admins the ability to create non-refundable amounts to help manage collecting payments from passengers. By setting non-refundable dates, you can ensure that minimum payments are made by certain dates to cover the cost of paying deposits, purchasing tickets, etc. These non-refundable dates and amounts are admin-facing only and are not shown to passengers.

As the name implies, these amounts are non-refundable if a passenger cancels after the due date. Non-refundable amounts are also useful when canceling a passenger, to make sure you keep enough to cover any funds already spent for their portion of the trip.

On the "Trip Dashboard," click on "Payments" under Trip Setup:

On the "Payments" page, click on "Add Non-Refundable Date":

On this page, you can enter the date of a non-refundable payment and the amount, and click on the "Save" button. Repeat this process to add additional non-refundable dates:

These amounts are cumulative, so each one you add increases the total amount that's non-refundable:

When you set up non-refundable amounts, be sure to make the final one large enough to cover the highest package price, including add-ons. That way, you're sure to withhold enough in case someone cancels who has selected the highest-priced package. 

When you cancel a passenger, you can easily see the non-refundable amounts on their cancellation page:

This helps you know exactly how much you can refund when a passenger cancels. You can choose to override these amounts if you decide that you need to make an exception for a particular passenger.