In this article, we'll explore where you can find both early and late cancellations for both plan and drop-in bookings. You can also use the client's Communications Tab if you have cancellation notifications enabled. While early cancellations are exclusively viewable under the client’s plan without a dedicated report, late cancellations can be reviewed using the Late Cancellation/No Shows Report for appointments or classes.
View Cancellations for Plan Bookings
Navigate to the client's profile
Under the Overview Tab, scroll down and find the plan the booking was made with
Select the three dots on the top right of the plan tile
Choose View Details and select the Activity Tab
Scroll down and find the class name, date, and time
View the time stamp on the left to see the date and time of the cancelation
It is important to note that the Plan Usage sections for Limited and Unlimited Plans both include the same data same layout for booking data but look slightly different.
Description Column
This will show the class details which include the class name, time of class, and the date of the class. If it is a late cancelation it will also say Late Cancelation.
Date Column
This will show the timestamp the action took place and it will show who performed the action. In the case of a cancelation, this timestamp is when the cancelation took place. This is how you know what time a client canceled a class.
Early Cancellations
Early cancelations will have two line items. One line item noting the cancelation as Canceled class booking and the second line item noting Passes refunded. It will not say Early Cancelation, just that the booking was canceled.
Late Cancellations Client Loses Pass (Pass not refunded)
Late cancelations where the client loses their pass will have one line item noting Canceled class booking Late Canceled. Because the initial booking used the pass, the pass is not refunded if a client loses a pass when a class is late canceled.
Late Cancellations Client Does Not Lose Pass (Pass refunded)
Late cancelations where the pass was returned back to the client will have two line items. One line item noting the cancelation as Canceled and will say Late Canceled and the second line item noting Passes refunded. It will not say Early Cancelation, just that the booking was canceled.
View Cancellations for Drop-in Bookings
Track both early and late canceled drop-in bookings efficiently by accessing the Transactions Tab within the client's profile. Additionally, you can utilize the Cash Report to view this information, using the timestamp of the refund as the cancelation time.
Navigate to the client's profile
Select the Transactions Tab
Scroll down to find the refund line item for the drop-in purchase
The drop-in purchase always notes the class name, date, and time
The refund will either be back to account balance or original payment method and the time the refund took place is the time the client canceled the booking
In our example the drop-in booking was canceled (and refunded) at 4:42pm on 1/11 for the class ✨✨Beauty Beauty Rockin' Everywhere! ✨✨ | 01/11/24 09:55pm | Om So Fresh - DTLA