Overview of Cancellation Fee Collection

This page explains the overview of how cancellation fees are collected.

※ For details on setting cancellation fees, please see [here].
※ For details on how cancellation fees are collected, please see [here].

▼ How Cancellation Fee Collection Works
・Why is it necessary to hold (pre-authorize) the credit limit?
▼ Screen Displays
1.  Screen when the customer makes a reservation
2.  Screen when the customer cancels the reservation
3.  Screen when the restaurant cancels the reservation
▼ Payment of Cancellation Fee

▼ How Cancellation Fee Collection Works

The Respo by AutoReserve reservatio system allows automatic cancellation fee collection.

When a reservation is made for a course with a cancellation fee, customers are required to register their credit card information.

At the time of reservation, the credit card authorization is secured (pre-authorization) to cover the potential cancellation fee.

Memo
Breakdown of the cancellation fee charged to the customer:
・Course fee (cancellation fee rate is set per course)
・AutoReserve service fee (10%)
Example:
Course fee: ¥10,000 per person
Number of people: 2
Total cancellation fee = (Course fee × 1.1) × Number of people = ¥11,000 × 2 = ¥22,000

Since there is a limit on the duration of credit card authorization hold, if there is a significant time gap before the reservation date, the credit card authorization may be rechecked periodically.

Depending on the credit card company, the authorization amount may appear on the customer's statement, but this is just a pre-authorization check, not an actual charge. The amount will be refunded to the customer’s account later if no cancellation fee is incurred.

Memo
The credit card authorization is not an advance payment for the reservation on the reservation day.
The customer should pay directly for the meal at the restaurant.

Why is Pre-Authorization (Hold) Necessary?

If a cancellation occurs due to the customer's change of plans, and the credit card has already reached its limit, the cancellation fee cannot be charged.

The pre-authorization mechanism ensures that the restaurant can collect the cancellation fee accurately and prevents the hassle of confirming charges for AutoReserve customers.

Memo
・Depending on the credit card company, the pre-authorization amount may be shown on the statement.
・The amount held on the credit card will be refunded later if the customer shows up as per the reservation.
・For the timing of the refund, please contact the credit card company directly.

▼ Screen Displays

1. Screen When the Customer Makes a Reservation

[Cancellation Policy Display]

This will appear when the customer clicks "See details" to check the course information.

[Final Confirmation Screen Before Reservation]

・Display of cancellation policy

・Notice regarding credit card information and pre-authorization
If the customer does not agree to the pre-authorization, they cannot proceed to complete the reservation.

2. Screen When the Customer Cancels a Reservation

[Reservation Detail Screen]

The cancellation policy will be displayed along with reservation details.

[Cancellation Screen]

・If a cancellation fee is set, a confirmation screen will appear when the "Cancel" button is pressed.

・After selecting the cancellation reason, clicking "Cancel Reservation" will finalize the cancellation.

・At this point, the cancellation fee is collected.

3. Screen When the Restaurant Cancels a Reservation

[Reservation Detail Screen]

・When the "Cancel Reservation" button is clicked, a confirmation message will appear.

・The restaurant will then choose whether to charge the cancellation fee or not.

・When the "Confirm Reservation Cancellation" button is pressed, the cancellation is confirmed, and the cancellation fee is charged (if applicable).

★Options for Cancellation Fee Collection:

・"Charge the cancellation fee"

The specified cancellation fee and the AutoReserve reservation fee will be charged to the customer's credit card.

・"Do not charge the cancellation fee"

Only the AutoReserve reservation fee will be charged, and the cancellation fee will not be applied.

・"Do not charge the cancellation fee or reservation fee"

Neither the cancellation fee nor the reservation fee will be charged.

▼ Cancellation Fee Payment

The cancellation fee collected from the customer’s credit card will be transferred to the restaurant’s designated account after deducting transfer fees. (The designated account is provided during the contract process).

Memo
[Cancellation Fee Payment Rules]
(1) Payment cycle: "End of month closing" and "End of the following month" for payment.
(2) The cancellation fee for the course price × number of people will be transferred.
Example:
・If a ¥10,000 course reservation is canceled (100% collection)
Course fee: ¥10,000 per person
Number of people: 2
・Transfer fee: ¥380
★Payment amount = (¥10,000 × 2) - ¥380 = ¥19,620