Cancelling a Class Enrolment / Class Session In-store

Modified on Wed, 4 Nov at 4:22 PM

This article will guide you through the steps of canceling classes/events.

Things to know:

The ability to cancel class sessions/events is controlled by the 'Schedule Classes/Events' access control setting.
Enrollment vs. Class Cancellations
- Attendee Cancellation: Canceling an individual attendee's enrollment removes only that person from the roster. It does not affect the rest of the class.
- Session Cancellation: Canceling an entire class session affects all enrolled attendees and removes the session from the schedule entirely. Once canceled, the session cannot be restored to the schedule.
Once a class session is canceled, it is no longer available on the schedule.
Automated Notifications: Enrolled attendees are automatically notified of a session cancellation if you have the Class Canceled By Business automated notification turned on.
Canceling a client's enrollment does not automatically enroll the next client from the waitlist.
Employees do not earn commission on class cancellation fees.
Once payment is collected for a class enrollment, "Cancel Booking" is disabled on the enrollment modal. You must process a full refund in POS to re-enable the button and complete the cancellation; partial refunds will not allow the enrollment to be canceled.
When a client cancels a class session, their deposit automatically applies toward the cancellation fee. If the fee exceeds the deposit, the remaining balance is collected. If the deposit equals or exceeds the fee, no extra charge applies.
- Example:
  - For a $100 session with a $15 deposit and a $50 cancellation fee (50%):
  - Cancellation Fee: $50
  - Deposit Applied: -$15
  - Remaining Balance Due: $35 (plus tax & surcharges)
    - The $35.00 balance is charged to the client's card on file or routed to the POS for staff collection
    - Converted deposits appear as "Session Enrollment Cancellation Fee" on the client's ticket and is displayed under the Cancellation Fee column in reports
Ticket Behavior When Canceling a Class Session
- For classes booked online and canceled in-store:
  - If a cancellation fee is configured, the client's card on file is automatically charged.
  - The original class ticket is automatically voided.
  - The system creates two tickets:
    - A voided ticket for the original class session, which can be viewed from the client's profile.
    - A closed ticket for the cancellation fee, which appears in the Close Ticket report.
- For classes booked in-store and canceled in-store:
  - If a cancellation fee is configured, you are redirected to POS to manually collect the payment using the client's card on file or another payment method.
  - No ticket is created for the canceled class session itself.
  - A ticket for the cancellation fee is created and can be viewed in the Close Ticket report.

Contents:

Canceling an Attendee Enrollment
Canceling a Class Session

Canceling an Attendee Enrollment

To cancel an attendee enrollment:

1. Go to the schedule

2. Filter by day view, desired location, date and staff Schedule-MyTime (6).png

3. Locate and select the scheduled class

4. Select "View Attendees"

5. Locate and select the attendee whose attendance you wish to cancel

6. Select the "Edit Session Enrollment" icon

7. Select "Cancel Booking" at the bottom of the screen

8. The "Cancel this Booking" confirmation screen will appear

9. Select "Cancel Booking"

10. When canceling a class booking, staff can choose to collect the cancellation fee via POS or select Don't Charge to cancel immediately—both options update the roster by graying out the attendee and displaying "Canceled" in the Check-In column (note that online client cancellations charge the card on file automatically).