The Cancellation Settings feature in Groovio, located under Admin Settings > Cancellation Settings, allows you to define custom cancellation policies for different class types, ensuring clarity and consistency in handling cancellations.
These policies greatly impact students' refund eligibility and define the terms under which cancellations are processed.
Setting Up Cancellation Policies
In this section, you can specify the number of hours before a class at which students are no longer eligible for a refund. If a cancellation occurs before this point, the student will have the class credited back to their account, retaining the original expiry (if applicable).
For example, cancellations made within a specified window, such as 12 hours before the scheduled class, typically do not qualify for a refund.
Default Behavior: If the cancellation settings are left blank, the system default will apply, meaning no refund is available at any time.
Course-Specific Policy: For courses, the cancellation window only applies to the first class in the course. Once the first class has started, it cannot be canceled by the student.
For example, a cancellation policy of a 12-hour window means that cancellations made within the last 12 hours before the start time are not eligible for refunds.
Customizing Cancellation Policies by Class Type
For Courses, Drop-Ins, and Services, you can set:
Hours Before Class: Define the timeframe within which students can cancel.
Description: Add any additional details to clarify the policy for students.
These settings allow you to tailor cancellation policies to your studio’s specific needs, helping manage class attendance and refund requests efficiently. These configurations are visible to students during the booking process, helping them make informed decisions about their reservations.
Course Cancellation Rules
Before the Course Starts: Students are allowed to cancel their booking for an entire course, provided it is done before the course begins. The settings for course cancellations can be configured under Admin Settings > Cancellation Settings > Course Cancellation.
During the Course: Cancellation of individual classes within an ongoing course adheres to the cancellation window policy and determines eligibility for make-up credits.