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 or deleting a workshop will remove all workshop sessions from the calendar. You'll need to reschedule the single workshop session instead of cancelling it.
Prerequisites: 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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Find the class session, then select it.
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Select the Change Status list, and choose Cancel. A popup will be displayed.
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Optionally, if the class is repeating or a workshop:
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For Repeating Class Sessions: Choose to cancel only the occurrence (single appointment) or cancel the series (all repeating appointments).
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For Workshops: Confirm that you want to Cancel All workshop sessions.
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Optionally, 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, including the optional message.
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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Find the class session, then select it.
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Select the Change Status list, and choose Delete. A popup will be displayed.
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Optionally, if the class is repeating or a workshop:
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For Repeating Class Sessions: Choose to delete only the occurrence (single appointment) or delete the series (all repeating appointments).
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For Workshops: Confirm that you want to Delete All workshop sessions.
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Optionally, 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 an 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 an attendee:
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Go to the Calendar.
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Select the class, select Change Status, and then select Cancel. A popup will display a list of customers who've prepaid.
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Choose the customer to refund:
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On a Phone: Swipe left on the customer to be refunded, then select Refund.
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On the Web, Tablet, or Pay Desk: For the customer, open the Action menu, then select Refund.
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Configure your refund:
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On a Phone:
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On the Web, Tablet, or Pay Desk:
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Enter a reason for the refund and confirm:
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On a Phone: Select Refund, enter a reason for the refund, choose to email or print the refund receipt, and then select Continue to finalize the refund and cancel the class.
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On the Web, Tablet, or Pay Desk: Enter a reason for the refund, choose to email or print the refund receipt, and then select Refund to finalize the refund and cancel the class.
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Repeat these steps for each attendee, then cancel the class.
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