If you need to cancel a class that hasn’t met the minimum number of students, follow these steps to ensure students are appropriately compensated while adhering to your studio’s cancellation policies.
When to Issue Credits Automatically
When a course or class is canceled before it begins, enrolled students will automatically receive a credit in their wallet. This ensures compliance with your cancellation policies. However, if the class is part of a series that has already started, students will not receive automatic credits for individual classes canceled mid-series. In such cases, credits or refunds must be managed manually.
Options for Issuing Credits or Refunds
When canceling a class mid-series or handling credits manually, there are three main options:
To issue a class credit, go to the student's profile and locate their active packages. Select the edit option next to the relevant package and adjust the number of credits to reflect the classes they missed. The added credits can then be used by the student to book other classes.
To add money to the student’s wallet, navigate to their profile and select the option to add funds. Enter the amount you wish to add, which will appear as a balance in their wallet. This balance can be used for future bookings but is not automatically applied to payments. Students will need to manually use the wallet balance when making a booking.
To refund the original payment, go to the student’s profile and open their transaction history. Locate the specific transaction associated with the class and select the refund option to return the amount directly to their payment method.
Notes Regarding Refunds
Refunds generally take approximately 3-4 business days, depending on Stripe.
Best Practices for Canceling Classes
When canceling a full course before it begins, no manual action is needed as the system will automatically issue wallet credits to enrolled students. For individual classes within a series, use the options above to manage refunds or credits based on your studio’s policies.
Keep in mind that wallet credits are not automatically applied to payments. Ensure students are aware of this so they know to use their wallet balance when booking future classes.
This approach ensures students are appropriately compensated while maintaining transparency and fairness in your cancellation process.