Rental rules (cancellation, deposit, policy)
Set online booking limits, the customer cancellation window, auto-completion, the deposit expectation and the policy text.
Last updated: 7 October 2026
The Rental rules card at the top of the Facilities page applies to all facilities of the business. The card starts collapsed; its summary line shows the rules in force (“At least 60 min in advance · up to 60 days ahead · cancellable up to 24 h”). Click Edit to see the fields. Defaults are filled in, so you can use the module without touching it.
Changing the rules needs the “Tesisleri ve kiralama kurallarını yönetebilir” (can manage facilities and rental rules) permission; without it the fields are locked and there is no Save button.
Fields
Minimum notice (min) — how close to the start an online reservation can be made (default 60 min). It does not affect reservations staff create on the panel or the phone.
Maximum days ahead (days) — how far ahead online reservations can be made (default 60 days). Online reservations only.
Customer cancellation window (hours) — customers cannot cancel their own reservation within this many hours of the start (default 24 hours). Staff can always cancel.
Auto-complete — while on (on by default, 1 hour), an Approved or In progress reservation turns Completed this many hours after it ends. Requests awaiting approval are not auto-completed.
Expected deposit — No deposit (default), Fixed amount or Percentage. It does NOT block approval: the amount appears as a “Deposit expected: …” badge on a reservation with no payment yet, and as the expected deposit in Price preview. A percentage is taken of the reservation total.
Deposit on cancellation — Refunded (default) or Forfeited. It pre-selects what happens to collected money when a reservation is cancelled: Refunded cancels the payments, Forfeited keeps the money as revenue. Where it applies is explained below.
Policy shown to customers — free text up to 1,000 characters, shown in the summary step of online rental and on the rental entry in the customer's Hesabım → Randevularım (My account → My appointments) list.
Save your changes with Save at the bottom of the card.
The deposit expectation is not a payment gate: you collect the money, the system only reminds you of the expected amount. It is not shown to customers online.
Where does Deposit on cancellation apply?
It is pre-selected in the cancellation window of the mobile app.
It is applied directly to requests rejected with Reject in Pending Approvals and to reservations cancelled in bulk with Close / Block.
In the reservation window on the web panel, Cancel always opens with Refund selected, regardless of this setting; to forfeit the deposit, select Forfeit the deposit before cancelling.
If the customer cancels from Hesabım (My account), or you cancel a recurring series with Cancel series, collected money is not refunded and stays as revenue. If a refund is needed, cancel those weeks one by one with Cancel → Refund before cancelling the series.
If a request expires without approval and is cancelled automatically, any collected money is refunded.
Two limits that are not on the screen
A customer can hold at most 5 upcoming rentals online at a time (those created by staff count too); beyond that the customer sees “Aynı anda daha fazla rezervasyonunuz olamaz.” (you cannot have more reservations at the same time).
A request awaiting approval expires 48 hours after it is made or 2 hours before the start, whichever comes first; every request still gets at least 30 minutes for approval, never past the start time. If it is not approved in time, the system cancels it and the slot is freed.
These two limits cannot be changed on the screen.