You can cancel or delete class sessions and workshops from the calendar for whatever reason may arise, such as if your instructor is sick or the class lands on a day that your business is closed. If the class session repeats, you can delete all upcoming sessions at once, and if any attendees prepaid for their class session, you can also refund them while cancelling the class.
Note
Cancelling a workshop will remove all workshop sessions from the calendar. You'll need to reschedule the single workshop session or delete it instead of cancelling.
Prerequisites: This feature requires a scheduled class on the Calendar.
You can cancel class sessions and workshops from the calendar for whatever reason may arise, such as if your instructor is sick or the class lands on a day that your business is closed.
To cancel a class:
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Go to the Calendar.
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Select the class session on the Calendar. A menu will display for you to manage the session.
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Select the Change Status list, and choose Cancel. A popup will be displayed.
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If this class session repeats or is a workshop, choose to cancel one or all class sessions:
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If the class repeats or is recurring, choose to Cancel This Occurrence (single session) or Cancel Series (all repeating sessions).
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If the session is part of a workshop, confirm that you want to Cancel All workshop sessions. Individual workshop sessions must either be rescheduled or deleted.
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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.
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Enter an optional message for your attendees about why the class is being cancelled, then select Cancel Class. Vagaro will automatically send your attendees a text and email notification about the cancellation.
To cancel a class:
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Go to the Calendar.
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Select the class session on the Calendar. A menu will display for you to manage the session.
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Select the Change Status list, and choose Cancel. A popup will be displayed.
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If this class session repeats or is a workshop, choose to cancel one or all class sessions:
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If the class repeats or is recurring, choose to Cancel only this occurrence (single session) or Cancel the series (all repeating sessions).
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If the session is part of a workshop, confirm that you want to Cancel All workshop sessions. Individual workshop sessions must be rescheduled.
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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.
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Enter an optional message for your attendees about why the class is being cancelled, then select Notify Attendees or Proceed. Vagaro will automatically send your attendees a text and email notification about the cancellation.
If you accidentally add a class or workshop to your Calendar, we recommend deleting it from your calendar instead of cancelling it.
To delete a class:
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Go to the Calendar.
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Select the class session on the Calendar. A menu will display for you to manage the session.
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Select the Change Status list, and choose Delete. A popup will be displayed.
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If this class session repeats or is part of a workshop, choose whether to Delete This Occurrence (single session) or Delete Series (all repeating sessions).
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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.
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Select Delete to confirm.
To delete a class:
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Go to the Calendar.
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Select the class session on the Calendar. A menu will display for you to manage the session.
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Select the Change Status list, and choose Delete. A popup will be displayed.
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If this class session repeats or is part of a workshop, choose whether to Delete only this occurrence (single session) or Delete the series (all repeating sessions).
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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.
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Select Delete to confirm.
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:
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If a customer purchased their class session with a package, you can only refund the visit.
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If a customer used a membership to pay for a class session, the visit can only be refunded with cash or a gift card.
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Credit card refunds may take three to five business days to post on the customer's bank statement.
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You can't undo a refund once processed.
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You can't refund credit/debit transactions 120 days (four months) after the purchase date.
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You can't refund to a different card.
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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 at a later time.
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In Canada, Vagaro currently can't refund Interac transactions.
To refund a prepaid appointment:
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Go to the Calendar.
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Select the class session, select Change Status, and then select Cancel or Delete. A popup will display asking if you want to refund your customer.
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In the popup, select Refund.
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A list of customers who prepaid for their class will be displayed. Swipe left on the customer you want to refund, then select Refund.
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Configure your refund:
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Under the item to be refunded, select Refund.
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Enter the Refund Amount, then select Next.
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Enter how you would like to distribute the refund, like with cash or a gift card, then select Submit.
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Select Refund.
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Enter a reason and send a receipt:
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Enter a reason for the refund.
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Choose to send no receipt, Email Receipt, Print Receipt, or both.
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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.
To refund a prepaid appointment:
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Go to the Calendar.
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Select the class session, select Change Status, and then select Cancel or Delete. A popup will display asking if you want to refund your customer.
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In the popup, select Refund.
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A list of customers who prepaid for their class will be displayed. For the customer to be refunded, select the Action
menu, then select Refund.
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Configure your refund:
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Select a box under the preferred refund option (i.e., cash, credit, or gift card).
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Enter the Refund Amount, then select Next.
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Enter how you would like to distribute the refund, like with cash or a gift card, then select Submit.
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Enter a reason for the refund and send a receipt:
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Enter a Reason for Refund.
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Choose to send no receipt, Email Receipt, Print Receipt, or both.
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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.
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