The Pipeline Solutions Late Cancel Automation was designed to save you time and to hold your members accountable to their bookings — both of which are very important as you grow and scale your studio.
The features of the Late Cancel Automation include:
Customizing your fees to charge more for no shows vs. late cancels
You can let the first one slide — set a forgiveness window for first offences
Automated error reporting means you'll know which charges couldn't be processed
How the Late Cancel Automation works:
Each evening you (and any other recipients that you would like to include) will receive a report detailing all of your studio's late cancels and no shows for the day
Here is an example of what the Late Cancel Report looks like:
Hi F45 Angel Grove Team,
Late cancels for TODAY:
Allison Roberts
Late Cancel | Cardio
Class Time: 2023-06-28T06:30:00
Service Name: Unlimited Monthly
Visa
Forgiveables Remaining: 0
Late cancels CHARGE ERRORS for YESTERDAY:
Scott Osborne | Late Cancel | Cardio |
Unlimited Monthly
Class Time: Mon Jun 26 2023 06:30:00|
MasterCard |
Error: Credit card expired.
Best,
-Your Pipeline Solutions Team
The automation with run between 8pm and 10pm local time each evening
Your team has 24 hours to make any adjustments in Mindbody — if you notice that the report shows clients that were in attendance but missed being signed in or if a client was erroneously labelled as a late cancel, or if you have any other policy that would exempt a client from incurring a charge, then simply head into the class list in Mindbody and "Early Cancel" or "Undo Late Cancel" for that client
The time that your Late Cancel report runs is also the same time that your charges are auto-processed from the previous day. For example, if your Late Cancel Report runs at 8pm local time, then that's also when the charges will be auto-processed for late cancels/no shows from the previous day
The Late Cancel Automation runs for all scheduled classes
To access your Late Cancel Automation settings:
Login to the Pipeline Solutions portal
Click on Settings at the top of the menu on the left side of the screen
You should now see this screen
Late Cancel Automation Settings
From here you can edit your Studio Information (Studio Name, City, State, and Time Zone)
If you would like to turn the Late Cancel Automation off, toggle the "Late Cancel" switch to off, it will appear grey
If you would like to run the Late Cancel Automation reports only, and not not have charges by auto-processed, then toggle off "Late Cancel Charge"
You can add studio team members as report recipients by scrolling down to Automation Report Recipients, entering an email address and clicking "+ Add" — only one email address can be added at a time
To select which service options you would like to incur late cancel/no show fees, navigate to Products in the menu on the left side of the screen and toggle the "Chargeable" switch accordingly
Selecting Chargeable Services
A running list of your late cancel charges can be found by navigating to Late Cancels in the menu on the left side of the screen.