Cancel a class

Cancelling keeps the class on the schedule but marks it as not taking place: the bookings are released, the used entries go back to the passes, and the signed-up customers get a message. There are two routes to it — pick the one your permissions and your current screen allow.

Route one: from the class form

For whoever plans the schedule. Requires the Manage schedule permission.

1. Go to Settings → Schedule.
2. Click the class in the calendar — the class form opens.
3. At the bottom of the form click Cancel classes….

A class with nobody signed up is cancelled straight away — with no confirmation dialog. If anyone is signed up, the confirmation with the notification channels shows up.

Route two: from the attendance list

For the front desk. The Moderate presences permission is enough — Manage schedule is not needed.

1. Open Schedule in the office panel.
2. Click the class in the calendar — the Selected classes panel with the signed-up customers opens on the right.
3. Click Cancel the class next to the class name, on the right.

On this route the confirmation always shows up, even when nobody is signed up.

The confirmation: who gets told

The confirmation states how many customers lose their booking, warns that their used entries go back to their passes, and asks how to tell them:

• Email — selected by default,
• SMS — available once the studio has SMS sending configured; it is billed separately, according to the price list.

You no longer have to send a message by hand before cancelling — the notifications go out on their own once you confirm.

If you clear both channels, the panel warns that none of the signed-up customers will be notified. You can still cancel — that is a silent cancellation, useful when the customers already know from elsewhere.

The instructor who runs the class and the front desk are always told, whichever channels you picked for the customers: the instructor by email, plus SMS when they have a phone number on file; the front desk by email, at the studio’s contact address.

What the system does once you confirm

1. Releases every booking and returns the used entries to the passes — even when the deadline for signing out on their own has already passed.
2. Clears the waiting list. Nobody on that list is notified — they had nothing to lose.
3. Sends the notifications through the channels you picked.

Nothing has to be removed by hand.

Caution

This cannot be undone. You can set the class back to Active with Restore classes on the class form, but the entries stay on the passes and the customers have to sign up again. Notifications that went out cannot be recalled either.

What cannot be cancelled

• A class that has already finished — the button disappears once its end time has passed, in both places.
• A whole cycle at once — a cancellation always covers the single occurrence you have open. You cancel occurrence by occurrence, so that one decision never fans notifications out across every date of the cycle.
• A class that is already cancelled — the button disappears and the form turns read-only.

What it looks like afterwards

A cancelled class stays visible: in the office calendar its tile is marked with a cancellation icon, and on the attendance list a Canceled label appears next to the class name. Its slot no longer blocks other classes, so you can schedule a replacement at the same time.

The customer gets a message with the class name and the date and time it was meant to take place, and their tile in the customer panel turns grey with a cancelled label and no sign-up option.

Note

Cancel when the class was announced and customers may have seen it — the grey tile tells them it’s off. Delete when the entry was simply a mistake.

Instead of cancelling by hand

A class too few people sign up for can be cancelled by the system itself: it counts the bookings a set time before the start and then does exactly what you do in the confirmation dialog. See Set up automatic class cancellation.