Cancel a class or close a day

A cancellation is the one time the school owes the family, not the other way round. So it does three things at once: it messages every family on the roster with the reason, it makes sure no class reminder goes out for that session, and it adds a make-up credit for each enrolled child straight away — before the date, so the family can book a replacement class ahead of the one they will lose.

When to use it

• Something happened to the school: the hall is closed, the coach is ill and nobody can cover, the weather closed the roads. Pick “Unforeseen circumstances at the school”.
• Something else is happening at that time: a show, a competition, a trip that uses the room. Pick “A school activity at that time” and, if it is an event you created, choose it so the message names it.

One session

1. 1Open the class from “Classes & Rosters” and press “Cancel a session”.
2. 2Pick the date under “Which session” — only upcoming dates this class meets on are offered, starting with today.
3. 3Choose the reason, and add a note under “Note to families (optional)” if there is something specific to say.
4. 4Read the summary under “What will happen”: how many families will be messaged, how many credits granted, whether any booked make-ups are affected.
5. 5Press “Cancel the class” and confirm.

A whole day

1. 1On “Classes & Rosters”, press “Close a day”.
2. 2Pick the date. Every class that meets on it is listed in the summary.
3. 3Choose the reason, add a note, and press “Close the day”.

What happens

• Each enrolled child receives a make-up credit at once. A frozen subscription is not credited, and neither is a seat whose term has not started yet.
• A make-up that was booked into the cancelled session is cancelled and its credit returns to that family.
• The class reminder for that session does not go out. The register for that day is closed: nothing can be marked on it.
• The cancelled session shows on the classes page under “Upcoming cancellations”, on the attendance desk for that day, on the coach's phone, and on the family's schedule.

Restoring a session

If the day is back on, press “Restore” next to it under “Upcoming cancellations” (or “Restore the whole day” on a closed day). The credits it granted are removed — unless a family already spent one on a make-up they will attend, which stands — and the register opens again. Nobody is messaged about the restore: tell the families yourself. Make-ups that were booked into the session stay cancelled; book them again if needed. A session can only be restored on or before its date.