Understanding Change and Cancellation Requests in Meetingmax

Understanding Change and Cancellation Requests in Meetingmax

Overview

This article explains how Change Requests and Cancellation Requests function in Meetingmax, including when they require acknowledgment or action from MCP or HCP users. The behavior varies depending on the reservation status (New or Accepted) and the cut-off status of the block (Main or Sub-block).

Reservation Status Logic

1. New Reservations

Before Cut-Off:

  • Change Request: Processes instantly, pending inventory.

  • Cancellation Request: Processes instantly.

  • No action is required by MCP or HCP users.

After Cut-Off:

  • Change Request: Processes instantly, pending inventory.

  • Cancellation Request: Requires Acknowledgment via the Changes tab.

Note: Although the reservation is in New status, if the block is post cut-off, Cancellation Requests require manual acknowledgment, while Change Requests still process automatically based on inventory availability.

2. Accepted Reservations

Regardless of cut-off status:

  • Change Request: Requires Accept or Decline via the Changes tab.

  • Cancellation Request: Requires Acknowledgment via the Changes tab.

Recommendation: HCP users should process these requests when possible to ensure their internal system is updated. If the MCP user takes action, they must notify the HCP.

Additional System Behavior

  • If a Cancellation Request is submitted, any pending Change Request on the same reservation will be automatically processed without sending an additional email to the attendee. This avoids duplicate handling.

  • The Change Request form will not appear to attendees if a Cancellation Request is already pending. They will instead see a timestamp confirming submission.

All activity is logged in the reservation history.

GDS Feature

If the GDS (Global Distribution System) feature is enabled, you may configure Change and Cancellation Requests to process instantly, regardless of reservation status.

However, if the block is post cut-off, requests must still be manually handled as outlined above.

To learn more about the GDS feature, check out this article.

Summary Table

 Reservation Status
 Block Status
 Change Request
 Cancellation Request
 Action Required?
 New
 Pre Cut-Off
 Instant (Pending Inventory)
 Instant
 No
 New
Post Cut-Off
 Instant (Pending Inventory)
Requires Acknowledgement
 MCP User (Cancellation)
 Accepted
 Any
 Accept or Decline
 Requires Acknowledgment
 HCP or MCP (preferred HCP)


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Still have questions? Contact the Meetingmax support at help@meetingmax.cc