What does cancellation mean?

A cancellation (afbestilling) refers to the situation where a customer or guest tells the restaurant they no longer wish to use a booking they made earlier. For example, a guest may cancel a table reservation, call off a private event or no longer want a pre-ordered menu.

A customer cancellation differs from terms such as void and rejection, which are also used in the restaurant industry. A cancellation is initiated by the customer and is often made well before the agreed time – not necessarily because of errors or lack of capacity. By contrast, a void can also come from the restaurant itself (read more about voids here), and a rejection typically happens when an order is refused due to lack of space or other reasons (see more here).

A practical example:

A family has booked a table for six at a café on a Sunday afternoon. On the day, they call and say their plans have changed and they will not be coming after all. When the café receives this message and records it in its POS or booking system, it is a cancellation.

Why is it important?

Understanding cancellations matters to you as a restaurateur because they directly affect operations, planning and earnings. A correctly recorded cancellation lets you free up tables, reallocate staff or offer available slots to other customers. Data on cancellations can also help you identify patterns and optimise your business, for example if certain times or types of reservation are often cancelled.

Cancellations in Flexybox

The Flexybox till and booking system supports handling cancellations, so your business can easily adapt to guests' changing needs. You can record cancellations directly in the system, freeing up resources such as tables and staff in your planning. This creates flexibility for both guests and staff and ensures you always have an up-to-date overview of bookings.

Frequently asked questions

A cancellation is usually made by the customer and is a voluntary change or cancellation of a booking. A void can come from either the restaurant or the customer and may be due to, for example, lack of capacity or errors.

It is good practice, and often set out in the restaurant's terms, that cancellations are made in good time. This gives the restaurant the chance to rebook or reallocate resources.

Yes. Flexybox supports recording cancellations directly in the system, so you always have up-to-date information on your reservations.

Without proper management of cancellations, you risk losing revenue and overstaffing. By recording them correctly, you can react faster and free up resources for new guests.