The Automatic Refunds feature allows campgrounds to automatically refund eligible reservations when a camper cancels online. Once enabled, RoverPass calculates the refund based on the campground’s cancellation policy and processes it automatically—no manual refund is required.

How Automatic Refunds Work

When a campground has Automatic Refunds enabled, RoverPass will automatically process a refund when a camper cancels an eligible reservation online.

The refund amount is determined by the cancellation policy attached to the reservation:

• Full refund: The camper receives the full eligible refundable amount.
• Half refund: The camper receives 50% of the eligible refundable amount.
• No refund: No refund is issued.

The refund is calculated automatically based on the reservation's cancellation policy and payment information. Check Where to Add your Cancellation Policy on your RoverPass Listing

When Does an Automatic Refund Apply?

Automatic refunds are only available when all eligibility requirements are met.

A reservation must:

• Be paid with a credit card
• Have one completed credit card payment/installment
• Have a cancellation policy configured in RoverPass
• Not be marked as non-refundable
• Allow campers to cancel the reservation online
• Not be a group reservation
• Not have already received a refund
• Be cancelled by the camper

If any of these conditions are not met, the refund will not be processed automatically.

Important: Automatic refunds only apply to camper-initiated online cancellations. If an owner or RoverPass admin cancels the reservation, the owner will still need to process any refund manually.

How to Enable Automatic Refunds

Automatic Refunds can be enabled from your campground's Cancellation Policies settings.

1. Log in to your RoverPass Owner Portal.
2. Go to your campground's Policies settings.
3. Scroll down to the Cancellation Policy section.
4. Make sure you are using a structured cancellation policy.
5. Turn on Automatic Refunds.   
   
6. Click ´Save Policies´.

The Automatic Refunds option is only available when the campground's cancellation policy and online cancellation settings support automatic refunds.

What Happens When a Camper Cancels?

When an eligible camper cancels their reservation:

1. The reservation is cancelled.
2. RoverPass determines the applicable cancellation policy.
3. The refund amount is calculated automatically.
4. The refund is processed back to the camper's original payment method.
5. The reservation will show that an Automatic Refund was processed.

You do not need to manually approve or issue the refund.

How Will I Know a Refund Was Processed?

Before an eligible cancellation takes place, the refund page will display a notice letting you know that Automatic Refunds are enabled.

After the camper cancels, the refund details will indicate that an Automatic Refund was processed, including the applicable refund amount and refund type. 

You can also review the reservation's payment and event history for the refund information.

What If the Reservation Isn't Eligible?

If a reservation doesn't meet the requirements for an automatic refund, RoverPass will not issue a refund automatically.

For example, automatic refunds will not apply to:

• Reservations with multiple installments
• Group reservations
• Non-refundable reservations
• Reservations where online cancellation is disabled
• Reservations without a qualifying cancellation policy
• Reservations that have already received a refund
• Owner- or admin-cancelled reservations

In these cases, the owner can review the reservation and process a refund manually if appropriate.

What If I Change My Cancellation Policy?

The cancellation policy associated with the reservation is used to determine the automatic refund.

Because reservations retain their cancellation policy information, changing your campground's policy does not mean that an already-created reservation will necessarily use the new policy.

We recommend reviewing your cancellation policy carefully before enabling Automatic Refunds.

Important Things to Know

• Automatic refunds are only triggered by camper-initiated online cancellations.
• Owners can continue to process refunds manually when needed.
• The refund amount is automatically calculated using the reservation's cancellation policy.
• Automatic refunds are only available for eligible credit-card reservations.
• Once a refund has been processed, it cannot be automatically issued again for the same payment.
• If an automatic refund cannot be processed, the reservation will not be silently treated as successfully refunded; the refund status can be reviewed by the campground and RoverPass team.