Cancelations on a Sign Up Tool

dmayers85007

I am working on a tool that allows individuals to sign up to reserve space. I am using a form to have them sign up for space. However, if they need to cancel the reservation or change it, I am having difficulty figuring out the best way to handle cancelations. I have a button on the Dashboard that they can click to cancel or change their reservation. The button takes them to a form that asks for the confirmation number they received when they reserved the spot as well as a field (checkbox) that says "I want to cancel my reservation". Well, I then want to display their original reservation so they can confirm cancelation or make any necessary changes to their reservation, but I am not sure how best to do that in Smartsheets without it getting all messy.

Thoughts???

marc4

Have an automation that sends then an update request when they submit the original reservation. Then have a question on the update for for canceling that is not on the original form. This will update the original submission.

/marc

dmayers85007

But that would infer that they cancel the reservation within a short time frame of scheduling it. What if they want to go back and cancel it weeks or even months later?

Genevieve P.

Hi @dmayers85007

This sounds like a good use-case for Dynamic View! This add-on enables users to only see rows where their email/contact is associated. With Dynamic View, you could send out a link to the View after the initial submission, and have the ability to select "Cancel" in the panel on the right. This will update the original row with the original Sign Up request. Here's more information: https://help.smartsheet.com/learning-track/smartsheet-dynamic-view-secure-confidential-collaboration

If you don't have access to Dynamic View, then an Update Request does sound like a good alternative.

When they submit the cancellation form, you could use a cross-sheet formula in your original booking sheet to match up the Confirmation Number and check a box to indicate it now should be cancelled.

Workflows can't be triggered by cross-sheet formulas, but you can set up a time-based Update Request to send out once-per-day. This could use a Condition Block to ensure that the checkbox is checked, but the Update Request hasn't been filled out (e.g. because the "Cancellation Confirmed" column is blank).

Let me know if this makes sense and will work for you!

Cheers,
Genevieve

dmayers85007

Okay, thank you. I'll give it a try.