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Cancel Classes and Workshops from the Business Calendar

Jamie B
Jamie B
• Updated

You can cancel class sessions directly from the calendar for any reason, such as if your instructor is sick or the class falls on a day your business is closed. If the class session repeats, you can delete all upcoming sessions at once.

Cancelling a class removes it from the calendar, so you may need to refund any attendees who prepaid.

Note

You must cancel all workshop sessions at once. If you want to remove just one session, you can delete it instead of cancelling.

Prerequisites: This feature requires a scheduled class on the calendar.

Cancel Class Sessions and Workshops

You can cancel class sessions and workshops directly from the calendar for any reason, such as an instructor being unavailable or t.e class falling on a day your business is closed.

On the Vagaro Pro App

To cancel a class:

  1. Go to the Calendar calendar-regular.png screen, then select the calendar you want to view.

  2. Find the class session.

  3. Select the class session on the calendar to open its details, then select Change Status → Cancel.

    cancel_class_vpro_2x.png

  4. Complete the optional steps, if applicable. If there are no additional steps, the class will be cancelled.

    • If the class is part of a repeating series, choose to Cancel This Occurrence or Cancel Series.

    • If the session is part of a workshop, confirm that you want to Cancel All workshop sessions. Individual workshop sessions must be rescheduled.

    • If any attendees have prepaid or put down a deposit for the class session, choose whether to refund them. If you do, see Refund Class Sessions.

  5. If the class has attendees, enter an optional message explaining why the class is being cancelled, then select Notify Attendees. Vagaro will automatically send your attendees a text and email notification about the cancellation.

The class session is removed from your calendar.

On a Computer

To cancel a class:

  1. Go to the Calendar calendar-regular.png screen, then select the calendar you want to view.

  2. Find the class session.

  3. Select the class session on the calendar to open its details, then select Change Status → Cancel.

    cancel_class_session_web_2x.png

  4. Complete the optional steps, if applicable. If there are no additional steps, the class will be cancelled.

    • If the class is part of a repeating series, a popup will appear. From there, you can choose to Cancel only this occurrence or Cancel the series.

    • If the session is part of a workshop, confirm that you want to Cancel All workshop sessions. Individual workshop sessions must be rescheduled.

    • If any attendees have prepaid or put down a deposit for the class session, choose whether to refund them. If you do, see Refund Class Sessions.

  5. If the class has attendees, choose whether to Notify Attendees, enter an optional message explaining why the class is being cancelled, and then select Cancel Class. Vagaro will automatically send your attendees a text and email notification about the cancellation.

The class session is removed from your calendar.

Refund Attendees Who Prepaid

If any customers prepaid for the class or workshop, you'll have the option to refund them.

Keep the following in mind when refunding attendees:

  • If a customer purchased their class session as part of a package, you can only refund the visit.

  • Class sessions paid for with a membership can only be refunded with cash or a gift card.

  • Credit card refunds may take three to five business days to post to the customer's bank statement.

  • You can't undo a refund once processed.

  • You can't refund credit/debit transactions 120 days (four months) after the purchase date.

  • You can't refund to a different card.

  • You can't issue multiple refunds for the same item. For instance, if you issued a partial refund for a class session, you can't issue a full refund later.

  • Vagaro currently can't refund Interac transactions.

On the Vagaro Pro App

To refund a prepaid appointment:

  1. Find the class session, then change its status to Cancel.

    cancel_class_vpro_2x.png

  2. In the popup, select Refund.

  3. A list of customers who prepaid for their class will appear. Swipe left on the customer you want to refund, then select Refund.

  4. Configure your refund:

    1. Under the item to be refunded, select Refund.

      VPro_select_refund_2.png

    2. Enter the Refund Amount, then select Next.

    3. Enter how you would like to distribute the refund, like with cash or a gift card, then select Submit.

  5. Select Refund.

  6. Enter a reason and send a receipt:

    • Enter a reason for the refund.

    • Choose to send no receipt, Email Receipt, Print Receipt, or both.

  7. Select Continue.

    Depending on what you selected, the receipt will be sent to the customer's email address and/or you can print the receipt.

On a Computer

To refund a prepaid appointment:

  1. Find the class session, then change its status to Cancel.

    cancel_class_session_web_2x.png

  2. In the popup, select Refund.

  3. A list of customers who prepaid for their class will appear. For the customer to be refunded, select the Action Three vertically stacked circles, representing a menu or more options icon. menu, then select Refund.

  4. Configure your refund:

    1. Select a box under the preferred refund option (i.e., cash, credit, or gift card).

      refund_detail_screen.png

    2. Enter the Refund Amount, then select Next.

    3. Enter how you would like to distribute the refund, like with cash or a gift card, then select Submit.

  5. Enter a reason for the refund and send a receipt:

    • Enter a Reason for Refund.

    • Choose to send no receipt, Email Receipt, Print Receipt, or both.

  6. Select Refund.

    Depending on what you selected, the receipt will be sent to the customer's email address and/or you can print the receipt.

Delete Class Sessions and Workshops

If you accidentally add a class to your calendar, we recommend deleting it instead of cancelling it. If you only need to remove a single session from a workshop, we also recommend deleting that session.

On the Vagaro Pro App

To delete a class:

  1. Go to the Calendar calendar-regular.png screen, then select the calendar you want to view.

  2. Find the class session.

  3. Select the class session on the calendar to open its details, then select Change Status → Delete.

    delete_class_session_vpro_2x.png

  4. Complete the optional steps, if applicable. If there are no additional steps, continue to delete the class session.

    • If the class is part of a repeating series, a popup will appear. From there, you can choose to Delete This Occurrence or Delete Series.

    • If any attendees have prepaid or put down a deposit for the class session, choose whether to refund them. If you do, see Refund Class Sessions.

  5. Select Delete to confirm.

On a Computer

To delete a class:

  1. Go to the Calendar calendar-regular.png screen, then select the calendar you want to view.

  2. Find the class session.

  3. Select the class session on the calendar to open its details, then select Change Status → Delete.

    delete_class_session_web_2x.png

  4. Complete the optional steps, if applicable. If there are no additional steps, continue to delete the class session.

    • If the class is part of a repeating series, a popup will appear. From there, you can choose to Delete only this occurrence or Delete the series.

    • If any attendees have prepaid or put down a deposit for the class session, choose whether to refund them. If you do, see Refund Class Sessions.

  5. Select Delete to confirm.

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