Overview
The Booking Cancelled trigger starts a workflow when a booking is cancelled in your CaptainBook system.
When It Triggers
A booking is cancelled
Cancellation reason is recorded
Works for all booking cancellation scenarios
Use Cases
Send cancellation confirmation emails
Record refunds in your accounting system
Notify staff about cancellations
Update inventory/availability
Send cancellation surveys
Update external systems
Create rebooking offers
Configuration
This trigger requires no additional configuration. It automatically triggers when any booking is cancelled.
Available Data
When this trigger fires, it provides a booking object with comprehensive booking information, including cancellation details.
Booking Object Structure
The booking object includes all standard booking fields plus:
Cancellation Information
cancelled_at- When the booking was cancelledcancelled_reason- Reason for cancellationcancelled_reason_details- Detailed cancellation reasoncancel_user_id- User who cancelled the booking, if applicable
Accessing Cancellation Data
{booking.cancelled_at}
{booking.cancelled_reason}
{booking.cancelled_reason_details}Full Booking Data
The trigger also provides all standard booking fields:
Booking ID, pricing, customer information
Product details, dates, quantities
Notes and comments
Example Workflows
1. Send Cancellation Confirmation
Workflow Steps:
Trigger: Booking Cancelled
Action: Send Notification
To:
{booking.customer.email}Subject: "Booking Cancelled"
Body: Include cancellation details and refund information
2. Process Refund
Workflow Steps:
Trigger: Booking Cancelled
Condition: If
{booking.is_refundable}equals trueAction (True): Send Webhook to a distant payment processor
Action (True): Update Booking (mark refund processed)
3. Rebooking Offer
Workflow Steps:
Trigger: Booking Cancelled
Action: Delay (1 day)
Action: Create Gift Card
Action: Send Notification (rebooking offer with gift card)
4. Staff Notification
Workflow Steps:
Trigger: Booking Cancelled
Condition: If
{booking.gross_price}greater than 500Action (True): Send Notification to manager
Testing
When testing this trigger:
Select a cancelled booking from your system
The workflow will use that booking's cancellation data
Review execution logs to verify cancellation information
Test Data
The trigger provides access to the last 20 cancelled bookings for testing.
Best Practices
Check refund eligibility - Verify
is_refundablebefore processing refundsCapture cancellation reason - Use cancellation reason for analytics
Update availability - Release cancelled booking slots
Follow up appropriately - Send surveys or rebooking offers
Notify relevant parties - Inform staff and partners