Late Cancel Fees

Late cancel fees give you the ability to allow clients to cancel a class after the cancellation window has closed in order to open up a spot for other clients.

Note: Late cancel fees only apply to classes; they do not apply to appointments.

How to enable a late cancel fee

To enable late cancel fees, go to Tools > Profile > Settings > Scroll down to Late cancel Fees

• Grace Period: Allow clients to get free late cancels
• Configure the option that works best for you and set the penalty fee

1. All Late Cancels (Most Strict)

This is the strictest policy. When a client cancels late:

• Drop-ins: Charged a fee and not refunded (they lose the money)
• Credit Packages: Charged a fee and lose the class credit (double penalty)
• Unlimited Memberships: Charged a fee (no credit to lose since it's unlimited)

Use this if: You want to heavily discourage late cancellations across the board.

2. Only Unlimited Memberships (Most Popular)

This is a middle-ground approach:

• Drop-ins and Packs: Lose the class credit (no fee charged, just forfeit the class)

Use this if: You want to be lenient with unlimited members while still holding pack/drop-in users accountable by forfeiting their credit.

3. Only Drop-ins (Most Lenient)

This is the most forgiving for package and membership holders:

• Packs: Lose the class credit (but no fee)
• Unlimited Members: No penalty

Use this if: You only want to penalize drop-in purchases and give more flexibility to committed clients with packages or memberships.

4. Fee Only (Currently Selected)

This charges everyone the late cancel fee but returns their class credit or payment:

• All clients are charged the $5 late cancel fee (As the example shows)
• Credits are returned to the customer (so they keep their class in a pack or membership)
• If they paid with cash/card for a drop-in, the amount is returned as account balance (store credit)

Use this if: You want a consistent flat fee for everyone but don't want to penalize them by taking away their class or payment, just a small "inconvenience fee."

Important: Guest Bookings and Late Cancel Fees

When you book a guest into a class, if they are charged a fee, the primary client's account is charged the fee.

This means:

1. If the customer books a class for a guest and they Late Cancel, the customer is charged the Late Cancel fee
2. If the customer books  a class for a guest and they no-show, the customers are charged the no-show fee

Keep this in mind when booking guests to avoid unexpected charges on the primary account.

"Allow free late cancel per client."

This setting lets each client cancel late 1 time (in your case) without any penalty before the late cancel fee kicks in. It's a grace period to account for emergencies or first-time mistakes.