When is the best time to prepare the temporary closure of your studio?
The best time to prepare for the closing of your studio is as soon as possible.
Except for pausing your subscriptions which would be best done the day before closing.
In this article, you will see how :
SHIFT BILLING AND VALIDITY DATES
Extend the validity dates of your passes
Shift the billing date of your subscriptions
CANCEL SCHEDULED ACTIVITIES, WORKSHOPS AND APPOINTMENTS
Cancel activities and workshops
Cancel appointments
Removing availabilities
SHIFT BILLING AND VALIDITY DATES
1. Extend the validity dates of your passes
> Go to "Products" and then "Passes"
> For each pass, choose "EXTEND THE VALIDITY FOR ALL MEMBERS".
> Range of dates :
The soonest the : Starting day of studio closure
The latest the : Closing day of studio + Duration of closure
> Indicate the number of additional days corresponding to the duration of the closure
> Indicate a note explaining the closure
> Click on "VALIDATE" to save
For example :
- Holidays from 15/08/2022 to 31/08/2022
- Range of dates :
The soonest the : 15/08/2022
The latest the : 31/08/2022 + 17 days = 17/09/2022
- Number of additional days: 17 days
2. Shifting the billing date of subscriptions
To shift the billing date of the subscriptions, you need to add a break in the number of days of closure:
> Go to "Products" then "Subscriptions"
> For each contract, choose "PAUSE"
> Add the reason for the closure
> Enter the dates of your studio's closure
start date (included)
end date (included)
> Click on "VERIFY" to save
⚠️ PLEASE NOTE - special cases :
Subscriptions which the very first invoice starts during the date interval
If a subscription starts during the date range you specify, the very first invoice will be shifted to the end of the break.
Example:
If you close your studio from December 15 to January 1 and a subscription begins on December 20, the subscription start date will be shifted to January 2.
Subscriptions created after the pause creation
All the subscriptions that will be created after the pause has been created have to be manually paused.
To avoid this, we advise you to make subscriptions "unavailable for purchase" between the beginning of the interval and the end of your holiday.
For example :
Make your subscriptions "unavailable for purchase" between 31/07/2022 and 31/08/2022.
Subscriptions with invoices invoiced on the day when I set up my pause
In this case all those subscriptions won’t be taken into account and no pause will be applied. The list will be indicated when creating the pause and you’ll have to wait for the day after to manually pause each of the subscriptions.
CANCEL SCHEDULED ACTIVITIES, WORKSHOPS AND APPOINTMENTS
Cancel activities and workshops
> Go to Calendar
> Click on the wheel > Click on "Group cancellation
> Choose the date slot corresponding to your studio closure
⚠️ Warning: this operation is irreversible.
> Please disable the display of cancelled sessions on the client side, but also on the manager side if you wish, by going to "Settings" then "Personalization" > "Calendar " :
"Show cancelled sessions on the calendar of your members".
"Show cancelled sessions on the calendar your calendar".
2. Cancel appointments
> You must cancel all appointments manually, one by one
3. Removing availabilities
> Go to Schedule
> For each day, select the day and choose "Remove availability"
> Select all establishments and teachers
⚠️ RECURRENT BOOKINGS CAN STILL BE CREATED FOR THIS PERIOD
If you create recurring bookings after these steps, they can still be created even without availability. Be sure to manually delete any recurring reservations that may have been created in the closed period.
Please also activate the option in your appointment settings: "The availabilities of all correctly configured teachers and establishments are automatically managed":
