Set up and process participant withdrawals

Configure withdrawal in a cancellation group. edoobox considers the stored deadline, may require an additional checkbox for an imminent offer start, and enables withdrawal through a public form or personal booking view. This guide describes software behaviour. Define suitable texts and legal prerequisites for your offer in Legal texts.

Enable withdrawal in a group

Open Settings → Cancellation & Withdrawal and select Rules mode.
Open the relevant group and enable Right of withdrawal active.
Maintain the checkbox text in every active booking language. Switching language alone does not translate text.
Select the associated published legal text and intended refund route.
Select Save at the bottom of the group. Reopen it and check values.
Assign the group to the offer. In the booking process used, include the Legal texts widget with exactly the same legal text.

Activating the group alone does not add a Legal texts widget to a design. The additional withdrawal checkbox is displayed and checked in connection with the assigned legal text. Without this link, do not assume an automatically recorded waiver. Inclusion is explained under Legal texts in booking.

How the software stores the 14 days

The conditions copy technically receives an end date 14 times 24 hours after creation. This is a deadline with a time, not a blanket limit until the end of the fourteenth calendar date. For an individual process, read the stored end date in booking details.

The period is calculated when the copy is created or reassigned. It cannot be determined solely from invoice date, confirmation sending or offer start. The software option alone does not confirm the offer’s legal classification.

When the additional mandatory checkbox appears

The additional checkbox is intended when withdrawal is active in the group used, the legal text is linked in the process and, at calculation, the offer start is less than 14 times 24 hours away. A start exactly 14 days away or later does not yet trigger the checkbox under this time condition. Check boundary cases using the complete time.

The configured text describes consent to early service commencement and the intended waiver. If the person confirms the checkbox during booking, edoobox stores confirmation state, ‘Participant’ origin and a timestamp. A freely written checkbox in a text block does not create this technical evidence. General acceptance of a legal text and additional withdrawal confirmation are separate details.

Check the process in every active language with a distant and an imminent offer. For an imminent start, missing required confirmation in the assigned legal text must prevent completion; after confirmation, the booking must contain the stored state. Publish setup only after this checking run.

Provide access to the withdrawal form

The saved group shows Link to default view: Exercise withdrawal. Copy this link for your website reference. It leads to the intended form on the login page. For this form route, the person need not enter a participant password.

The group-specific default link works only while the group is active, exists and has withdrawal enabled. Check existing website links after deactivation or deletion. Specific entitlement is then determined by the booking found and its stored deadline, rather than by merely opening the link.

In Design Manager, a withdrawal button or corresponding navigation option can also offer access. In My bookings, a booking within the available period may show Exercise withdrawal with deadline; outside it, the normal cancellation process may apply. Check widgets actually used and visible actions.

How the participant uses the form

The person opens the provided withdrawal link.
They enter the specific booking’s first name, last name, email address and booking number. For group bookings, details of the associated booking or contact person are decisive; the name of any fellow participant is insufficient.
They complete the displayed security check and submit the form.
edoobox searches for a unique active booking and checks its stored withdrawal status.
The person reads the displayed result. After successful completion, the administration additionally checks status, documents, refund and outbox.

A booking is not selected solely by email address. Every mandatory detail must match the stored booking. With no match or no unique match, the process cannot be handled. Check booking number and contact details; if needed, use personal booking access or contact the provider.

Read the stored state in booking details

In the booking details, open Edit cancellation condition. Check group, copy time, withdrawal deadline and confirmation state. The view may show until when withdrawal is active and whether a waiver was confirmed during booking. Read history if conditions or withdrawal handling were changed afterwards.

Ignore withdrawal for this booking is available for the specific process. An authorised admin can thereby change technical fee treatment for this booking. The change is documented with author, time and any note; it is not a checkbox subsequently selected by the participant. Document the reason and check the preview again. Fees already generated are not retrospectively deleted by this.

Acceptance of a specific legal text version and the cancellation conditions copy are separate evidence. Check both for a query. A later text publication does not simply replace the originally stored booking state.

Priority over cancellation fees and admin confirmation

edoobox treats stored withdrawal as effective if enabled, valid up to the current time and no corresponding waiver is confirmed. The cancellation fee is then zero. This also applies to a percentage rule or custom amount in the admin dialogue. A participant request can be processed immediately even if the cancellation rule otherwise requires admin confirmation.

If the deadline has expired or a waiver is stored, fee treatment follows cancellation conditions again. The fee guide explains deadlines and preview. Fee-free withdrawal does not yet prove payout: chosen refund type, payments already posted and invoice problems still require checking.

Complete an incoming withdrawal

Open the specific booking and compare contact person, booking number, offer and scope.
Read the stored deadline, confirmation state and associated text evidence.
Check the actual result of the form or cancellation process. On error, the case remains open; a completed form alone is not completed cancellation.
Check booking status, fee amount, invoice, payment, voucher or user balance, and open tasks.
Check the confirmation in the outbox and handle any failed sending.

A manually paid invoice, unsupported payment route or integration conflict may require additional handling. Use the refund guide and cancellation overview for further steps.

Handle form messages correctly

Message or situation	Next step
Security check missing	Complete the displayed check and submit again.
Booking not found	Compare all four details with the booking confirmation; for group bookings, check the contact person. If needed, use personal access or contact the provider.
Withdrawal expired or excluded	Check stored deadline and confirmation. Through login or an emailed booking link, determine which normal cancellation process is available.
Withdrawal could not be processed	The provider informs the responsible admin, who checks booking and financial process. Do not assume successful reversal.
Success message, confirmation missing from inbox	Check booking status and outbox; check email delivery and actual repayment separately.

Examples for the checking run

Configuration and booking	Expected software behaviour	Check evidence
Course starts in two months, group with withdrawal active.	No imminent-start additional checkbox; a stored deadline may nevertheless permit withdrawal within 14 times 24 hours.	End date and fee-free preview within the period.
Workshop starts in five days, correct legal text in the process.	Additional mandatory checkbox before completion.	Stored participant confirmation, origin and time; subsequent fee preview.
Workshop starts soon, Legal texts widget missing or showing another text.	The active group alone does not establish a reliably recorded waiver.	Correct widget mapping and check the entire process again.
Valid period, no waiver, rule requires admin confirmation and 100% fee.	Withdrawal takes priority: zero fee, immediate cancellation attempt.	Check actual completion and refund route.

Check the deadline after a new assignment

A new group assignment in booking details creates a new conditions copy. The technical withdrawal period is also recalculated from the change time; confirmation state must then be checked. A group switch is therefore not a casual text correction. Merely selecting the same group again does not reliably update the stored copy. Check the history actually stored.