In this article, we will be showing you how the no-show fee is applied and charged when the attendance is submitted.

This article covers the below topics

  1. Setting up cancellation and no show policy

  2. Adding cancellation and no show policy to a class

  3. No show charge application

Setting up cancellation and no show policy -

In order for the system to apply the no-show fee, we will have to update the No show and cancellation policy and assign it to the class schedule. To set up the Cancellation and No show policy

Be at the location and navigate to Settings > Bookings > General > Cancellation and no-show policy

If you have multiple cancellation and no-show policies based upon the classes you will be able to add them here.

To add a new cancellation and no show policy click on Create a new policy

  1. Enter the name of the policy

  2. Under Free cancellation update the hours in which the customer can cancel their appointments without no show and cancellation charges

  3. Under Late cancellation enter the amount you want to charge the customer if they have unlimited credits

  4. Under No show policy enter the amount you want to charge the customer if they do not cancel and miss the class

  5. Click on Add policy

The cancellation and no show policy will be added

Adding cancellation and no show policy to a class

In order for the cancellation and no-show fee to be applied for a class, we will have to select the cancellation and no-show policy when we are creating the class schedule.

To update the cancellation and no show policy you can follow the below steps

  • Be at the location, navigate to Manage > Class schedule

  • When you are creating a class schedule, under Advanced settings > Cancellation and no show policy, you will be able to select the policy you want to apply for that class

To update the cancellation and no show policy for an existing class schedule you can follow the below steps -

  • Be at the location, navigate to Manage > Class schedule

  • Click on the edit icon beside the name of the class

  • Expand Advanced settings > update the policy under cancellation and no show policy

  • Save changes

The cancellation and no show policy will now be updated and will apply to all the upcoming classes

No show charge application

The no show charge will get applied when the customer does not check-in for the class and once the instructor submits the attendance the system updates the customer class status as missed and applies a no show fee

If the customer has a saved card at that location the no-show fee will be automatically charged. In a case where the customer does not have a saved card, it creates an invoice for the no show fee and shows up as the due amount in the customer profile

Submitting Attendance

The instructor can check in the customers either from the CRM or the Bussiness App.

To add attendance you can follow the below steps -

  • Select the class and click on the check-in option beside the name of the customer when they come to the class

  • Once the class is done click on submit attendance

  • You will then see a pop-up asking to confirm if you want to submit attendance. This is because once the attendance has been submitted the class will be locked and no show charges will be applied and you will not be able to modify it later

  • Click on Submit attendance

The attendance will be submitted and the class status of all the customers who have not checked in will be marked as missed and the no show fee will be applied

How does no show fee reflect in the customer's profile?

The no-show fee will be applied only if the customer has booked the class using an unlimited credits membership/credit pack. If the customer has booked the class using a fixed credit-based membership/credit pack the no-show fee will not be applied. Instead, a credit will be deducted.

No show for customer with a saved card

If a customer has a saved card the no show fee will be automatically charged to view the invoice you can navigate to Customer profile > Payments > Orders

No show for the customer without a card

If the customer does not have a saved card the no-show charge will show up as amount due in their profile. To view the due amount navigate to Customer profile > Payments

In the orders, you will be able to see the due amount against the order number

To collect the due you can click on the invoice icon for that order

Click on Collect > Select payment > Complete order

In case you want to exempt the no show fee for the customer, you will be able to do that by click on Write off in the invoice under outstanding payment

  • Then enter the amount you want to write off and then click on write off

  • You will then be directed to a pop-up page where you can click on Confirm

The amount will be written off

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