Before you sign a 12-month booking software contract, read this
Notice periods, auto-renewals and early exit fees: what to check, and what to ask for in writing.
A booking system becomes part of how your business runs. Your diary lives in it, your customers know the link, your team knows the screens. That makes it hard to leave even when you’re free to. When you’re also tied into a contract, it can become very expensive.
Owner reviews of booking software often raise the same points:
A rep said you could leave early. The contract said you couldn’t.
The contract renewed automatically for another year because notice wasn’t given in time.
Charges carried on after the owner thought they’d cancelled.
Most of this comes down to terms that weren’t clear at the start. Here’s what to look for.
The four clauses that matter
1. Length and renewal. How long is the minimum term? Does it renew automatically? For how long: a month, or another full year?
2. Notice period. How much notice do you have to give, and how? Some contracts need written notice 30, 60 or 90 days before the renewal date. Miss it and you’ve signed up for another term.
3. Early exit. If you leave before the end, do you owe the rest of the contract? A cancellation fee? Is there an exception if the service doesn’t do what was promised?
4. Your data on the way out. Can you export your customer list, booking history and notes, and in what format? Is there a charge? How long do you have after cancelling?
What a salesperson says isn’t the contract
If a rep promises something that matters to you, such as “you can cancel any time” or “no setup fee”, ask for it in writing, by email, before you sign. If it isn’t in the contract or that email, assume it doesn’t apply.
Three questions to ask before you sign
“If I want to leave in month four, what exactly do I pay?”
“How and when do I give notice, and will you confirm it in writing?”
“Can I download all my customers and bookings myself, any time, for free?”
A clear answer to all three is a good sign. A vague one is your answer.
If you’re already tied in
Find your contract and note the renewal date and notice period in your calendar, with a reminder a month before. Export your customer list now, while it’s easy, and keep a copy. You may never need it, but leaving gets much easier when you have it.
hackney.club has no minimum term and no cancellation fee. Pay monthly, leave any time, and export your customer list whenever you like. Try it free with your own link →
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