Venuedesk - Cancel Booking (policy + Refund)

The workflow JSON

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{
  "id": "06NQnIRoqEnoq6eb",
  "name": "VenueDesk - Cancel Booking (Policy + Refund)",
  "active": true,
  "settings": {
    "executionOrder": "v1",
    "binaryMode": "separate",
    "availableInMCP": true
  },
  "connections": {
    "Webhook: Cancel Booking": {
      "main": [
        [
          {
            "node": "Extract & Validate",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Extract & Validate": {
      "main": [
        [
          {
            "node": "DB: Get Booking",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "DB: Get Booking": {
      "main": [
        [
          {
            "node": "DB: Get Cancel Policy",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "DB: Get Cancel Policy": {
      "main": [
        [
          {
            "node": "Code: Calculate Refund",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Code: Calculate Refund": {
      "main": [
        [
          {
            "node": "DB: Cancel Booking",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "DB: Cancel Booking": {
      "main": [
        [
          {
            "node": "IF: Refund Due?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "IF: Refund Due?": {
      "main": [
        [
          {
            "node": "Email: Cancellation (Refund)",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Email: Cancellation (No Refund)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Email: Cancellation (Refund)": {
      "main": [
        [
          {
            "node": "Respond: Success",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Email: Cancellation (No Refund)": {
      "main": [
        [
          {
            "node": "Respond: No Refund",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  },
  "nodes": [
    {
      "parameters": {
        "httpMethod": "POST",
        "path": "cancel-booking-v1",
        "responseMode": "responseNode",
        "options": {}
      },
      "id": "60c37fec-dddf-4335-b551-cbf80cb147fd",
      "name": "Webhook: Cancel Booking",
      "type": "n8n-nodes-base.webhook",
      "typeVersion": 2,
      "position": [
        -6016,
        -480
      ]
    },
    {
      "parameters": {
        "jsCode": "const body = $input.first().json.body || $input.first().json;\n\nconst booking_id      = body.booking_id || '';\nconst tenant_id       = parseInt(body.tenant_id || $input.first().json.headers?.['x-tenant-id'] || '0');\nconst cancelled_by    = body.cancelled_by || 'staff';\nconst reason          = body.cancellation_reason || body.reason || '';\nconst refund_override = body.refund_amount != null ? parseFloat(body.refund_amount) : null;\nconst jwt             = body.jwt || '';\n\nif (!booking_id) throw new Error('booking_id is required');\nif (!tenant_id)  throw new Error('tenant_id is required');\n\nconst ref = 'CANC-' + Math.floor(100000 + Math.random() * 900000);\n\nreturn [{ json: { booking_id, tenant_id, cancelled_by, reason, refund_override, cancellation_ref: ref, jwt } }];"
      },
      "id": "3cc8d143-5f16-44ee-ba99-6c4111612133",
      "name": "Extract & Validate",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        -5808,
        -480
      ]
    },
    {
      "parameters": {
        "url": "={{ 'https://api.venuedesk.co.uk/bookings/' + $json.booking_id }}",
        "sendHeaders": true,
        "headerParameters": {
          "parameters": [
            {
              "name": "Authorization",
              "value": "={{ 'Bearer ' + $env.N8N_SERVICE_JWT }}"
            },
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        },
        "options": {
          "response": {
            "response": {
              "neverError": true
            }
          },
          "timeout": 15000
        }
      },
      "id": "5cc67cac-b004-4694-a33c-e3d76a3a1e4f",
      "name": "DB: Get Booking",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 4.2,
      "position": [
        -5584,
        -480
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "url": "https://api.venuedesk.co.uk/config/settings",
        "sendHeaders": true,
        "headerParameters": {
          "parameters": [
            {
              "name": "Authorization",
              "value": "={{ 'Bearer ' + $env.N8N_SERVICE_JWT }}"
            },
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        },
        "options": {
          "response": {
            "response": {
              "neverError": true
            }
          },
          "timeout": 15000
        }
      },
      "id": "dad8e967-e79a-4fcb-8ee0-ab9ffaa9b92a",
      "name": "DB: Get Cancel Policy",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 4.2,
      "position": [
        -5360,
        -480
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "jsCode": "const input     = $('Extract & Validate').first().json;\nconst booking   = $('DB: Get Booking').first().json;\nconst policyRows= $input.all().map(r => r.json);\n\nif (!booking || !booking.id) throw new Error('Booking not found or wrong tenant');\n\nconst getSetting = (key, def) => {\n  const r = policyRows.find(p => p.key === key);\n  return r ? (parseFloat(r.value) || def) : def;\n};\nconst fullDays = getSetting('cancel_full_refund_days',    14);\nconst partDays = getSetting('cancel_partial_refund_days',  7);\nconst partPct  = getSetting('cancel_partial_refund_pct',  50);\n\nconst bookingDate = new Date((booking.date_from || booking.booking_date).split('T')[0] + 'T00:00:00');\nconst today       = new Date(); today.setHours(0,0,0,0);\nconst daysUntil   = Math.round((bookingDate - today) / 86400000);\n\nconst depositPaid   = parseFloat(booking.deposit_paid  || 0);\nconst totalPaid     = parseFloat(booking.total_amount  || 0) - parseFloat(booking.balance_due || 0);\nconst refundableAmt = Math.max(0, totalPaid - depositPaid);\nconst totalAmt      = parseFloat(booking.total_amount  || 0);\nlet refundType, refundAmount;\n\nif (input.refund_override !== null) {\n  refundAmount = Math.min(Math.max(0, input.refund_override), refundableAmt);\n  refundType   = refundAmount >= refundableAmt && refundableAmt > 0 ? 'full' : refundAmount > 0 ? 'partial' : 'none';\n} else if (daysUntil >= fullDays) {\n  refundType   = 'full';\n  refundAmount = refundableAmt;\n} else if (daysUntil >= partDays) {\n  refundType   = 'partial';\n  refundAmount = parseFloat((refundableAmt * partPct / 100).toFixed(2));\n} else {\n  refundType   = 'none';\n  refundAmount = 0;\n}\n\nreturn [{ json: {\n  ...input,\n  booking,\n  daysUntil,\n  refundType,\n  refundAmount,\n  depositPaid,\n  totalPaid,\n  refundableAmt,\n  totalAmt,\n  policyApplied: { fullDays, partDays, partPct }\n}}];"
      },
      "id": "b8758c13-f841-437a-abd5-f10a3e116f73",
      "name": "Code: Calculate Refund",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        -5136,
        -480
      ]
    },
    {
      "parameters": {
        "method": "POST",
        "url": "https://api.venuedesk.co.uk/bookings/cancel",
        "sendHeaders": true,
        "headerParameters": {
          "parameters": [
            {
              "name": "Authorization",
              "value": "={{ 'Bearer ' + $env.N8N_SERVICE_JWT }}"
            },
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        },
        "sendBody": true,
        "specifyBody": "json",
        "jsonBody": "={{ JSON.stringify({ booking_id: $json.booking.id || $json.booking_id, cancelled_by: $json.cancelled_by, reason: $json.reason, refund_amount: $json.refundAmount || 0, refund_type: $json.refundType || 'none' }) }}",
        "options": {
          "response": {
            "response": {
              "neverError": true
            }
          },
          "timeout": 15000
        }
      },
      "id": "74c6b487-0304-4b2b-9b5f-40267e749660",
      "name": "DB: Cancel Booking",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 4.2,
      "position": [
        -4928,
        -480
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "conditions": {
          "options": {
            "caseSensitive": true,
            "leftValue": "",
            "typeValidation": "strict",
            "version": 2
          },
          "conditions": [
            {
              "leftValue": "={{ $('Code: Calculate Refund').first().json.refundAmount }}",
              "rightValue": 0,
              "operator": {
                "type": "number",
                "operation": "gt"
              },
              "id": "cc970ae3-8da6-490b-806a-bc59d9c9437a"
            }
          ],
          "combinator": "and"
        },
        "options": {}
      },
      "id": "8368d92f-0404-45e9-aa0e-4a6e77eef1b5",
      "name": "IF: Refund Due?",
      "type": "n8n-nodes-base.if",
      "typeVersion": 2.2,
      "position": [
        -4688,
        -480
      ]
    },
    {
      "parameters": {
        "fromEmail": "bookings@venuedesk.co.uk",
        "toEmail": "={{ $('Code: Calculate Refund').first().json.booking.customer_email }}",
        "subject": "={{ 'Booking Cancelled \u2013 Ref: ' + $('Code: Calculate Refund').first().json.cancellation_ref }}",
        "html": "=<p>Dear {{ $('Code: Calculate Refund').first().json.booking.customer_name }},</p>\n<p>We are writing to confirm that your booking at <strong>{{ $('Code: Calculate Refund').first().json.booking.room_name }}</strong>\non <strong>{{ $('Code: Calculate Refund').first().json.booking.date_from || $('Code: Calculate Refund').first().json.booking.booking_date }}</strong> has been cancelled.</p>\n<p>In line with our cancellation policy, a <strong>{{ $('Code: Calculate Refund').first().json.refundType === 'full' ? 'full' : 'partial' }} refund</strong>\nof <strong>\u00a3{{ parseFloat($('Code: Calculate Refund').first().json.refundAmount).toFixed(2) }}</strong> has been processed to your original payment method.\nPlease allow 5\u201310 business days for the funds to appear on your statement.</p>\n{{ $('Code: Calculate Refund').first().json.reason ? '<p>Reason for cancellation: ' + $('Code: Calculate Refund').first().json.reason + '</p>' : '' }}\n<p>Your cancellation reference is: <strong>{{ $('Code: Calculate Refund').first().json.cancellation_ref }}</strong></p>\n<p>If you have any questions, please contact us at bookings@venuedesk.co.uk.</p>\n<p>Best regards,<br>The VenueDesk Team</p>",
        "options": {}
      },
      "id": "ba613b83-7cba-4bd1-b99d-9680fddb5fcd",
      "name": "Email: Cancellation (Refund)",
      "type": "n8n-nodes-base.emailSend",
      "typeVersion": 2.1,
      "position": [
        -4256,
        -656
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "fromEmail": "bookings@venuedesk.co.uk",
        "toEmail": "={{ $('Code: Calculate Refund').first().json.booking.customer_email }}",
        "subject": "={{ 'Booking Cancelled \u2013 Ref: ' + $('Code: Calculate Refund').first().json.cancellation_ref }}",
        "html": "=<p>Dear {{ $('Code: Calculate Refund').first().json.booking.customer_name }},</p>\n<p>We are writing to confirm that your booking at <strong>{{ $('Code: Calculate Refund').first().json.booking.room_name }}</strong>\non <strong>{{ $('Code: Calculate Refund').first().json.booking.date_from || $('Code: Calculate Refund').first().json.booking.booking_date }}</strong> has been cancelled.</p>\n<p>Unfortunately, as your cancellation falls within the no-refund period of our cancellation policy,\nno refund is applicable on this occasion.</p>\n{{ $('Code: Calculate Refund').first().json.reason ? '<p>Reason for cancellation: ' + $('Code: Calculate Refund').first().json.reason + '</p>' : '' }}\n<p>Your cancellation reference is: <strong>{{ $('Code: Calculate Refund').first().json.cancellation_ref }}</strong></p>\n<p>If you have any questions, please contact us at bookings@venuedesk.co.uk.</p>\n<p>Best regards,<br>The VenueDesk Team</p>",
        "options": {}
      },
      "id": "e6319473-f32d-456e-a410-dd1c3c13aa71",
      "name": "Email: Cancellation (No Refund)",
      "type": "n8n-nodes-base.emailSend",
      "typeVersion": 2.1,
      "position": [
        -4496,
        -240
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "respondWith": "json",
        "responseBody": "={{ JSON.stringify({ success: true, cancellation_ref: $('Code: Calculate Refund').first().json.cancellation_ref, refund_type: $('Code: Calculate Refund').first().json.refundType, refund_amount: $('Code: Calculate Refund').first().json.refundAmount, days_until_booking: $('Code: Calculate Refund').first().json.daysUntil, booking_id: $('Code: Calculate Refund').first().json.booking.id, message: 'Booking cancelled successfully' }) }}",
        "options": {
          "responseCode": 200
        }
      },
      "id": "c4f3edce-727e-41b8-b540-9d14512cf242",
      "name": "Respond: Success",
      "type": "n8n-nodes-base.respondToWebhook",
      "typeVersion": 1.4,
      "position": [
        -4032,
        -656
      ]
    },
    {
      "parameters": {
        "respondWith": "json",
        "responseBody": "={{ JSON.stringify({ success: true, cancellation_ref: $('Code: Calculate Refund').first().json.cancellation_ref, refund_type: 'none', refund_amount: 0, days_until_booking: $('Code: Calculate Refund').first().json.daysUntil, booking_id: $('Code: Calculate Refund').first().json.booking.id, message: 'Booking cancelled \u2014 no refund applicable per policy' }) }}",
        "options": {
          "responseCode": 200
        }
      },
      "id": "526a9585-1942-41e9-8e2b-aca546ea1958",
      "name": "Respond: No Refund",
      "type": "n8n-nodes-base.respondToWebhook",
      "typeVersion": 1.4,
      "position": [
        -4256,
        -240
      ]
    }
  ]
}

About this workflow

VenueDesk - Cancel Booking (Policy + Refund). Uses httpRequest, emailSend. Webhook trigger; 11 nodes.

Source: https://github.com/AndyJay72/VenueDesk/blob/main/n8n-workflows/06NQnIRoqEnoq6eb.json — original creator credit. Request a take-down →

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