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Applying a Late Fee or Deducting a Visit When a Client Late Cancels

Depending on your cancellation policy, staff will have the option to be able to deduct a visit and/or charge a cancellation fee when a client is marked as a late cancel. 

In this article

Who can use this feature?

  • Pike13 Plans: ✅Premium, ✅Advanced, ✅Essential
  • User Roles: ✅Primary Owner, ✅Owner, ✅Manager, ✅Staff, ❌Limited Staff

Charging a Cancellation Fee

If your appointment or class service is setup to allow staff to charge a cancellation fee, they will see this option when a client is marked as a late cancel. Charging a cancellation fee does not happen automatically. A staff member will need to manually process the late cancellation fee.

  1. Select Schedule
  2. Navigate to the Class or Appointment roster.
  3. Click on the gear icon next to the client and mark them as late canceled.
    mceclip0.png
  4. Once the client has been marked canceled, select Charge for Cancellation.
    mceclip1.png
  5. From the shopping cart, process the cancellation fee.
  6. This will take you to the Shopping Cart. Process the payment for the fee to finalize the cancellation.
  7. Once the fee has been paid, the client will be marked as Canceled in the roster.
    mceclip2.png

 

Deducting a Visit

When a client late cancels, a visit will be automatically deducted if the cancellation policy only allows a visit to be deducted and the client has a pass or plan to pay for this visit. If your cancellation policy is set to deduct a visit or charge a fee, a staff member will need to manually select to deduct a visit.

  1. Select Schedule
  2.  Navigate to the Class or Appointment roster.
  3. Click on the gear icon next to the client and mark them as late canceled.

    mceclip0.png
  4. Once the client has marked a Canceled, select Charge for Cancellation.
  5. Choose to deduct a visit from the client's active pass or plan.
    mceclip3.png
  6. Once the visit has been deducted, the client will be marked as Canceled in the roster.

Warning

Client's visit is unpaid.

If the client is Unpaid (they have not purchased a plan/pass yet to cover this visit), the "Deduct a Visit" option will be unavailable. You must first sell the client a pass to cover this visit then deduct the visit. .

Note

Setting up a cancellation policy

For questions on how to set up your cancellation policy to allow these options, please see Cancellation Policy for Appointments/Classes.