Cancel a Class

Sometimes you need to cancel a class due to instructor unavailability, weather conditions, or other circumstances. StudioBase handles cancellation, automatic refunds, and attendee notifications in a single flow.

How to Cancel a Class

1. Open the Class Detail Page

From your dashboard or the Classes section, click on the specific class instance you want to cancel to open its detail page.

2. Open the Cancel Modal

Click the Cancel Class button. A confirmation modal will appear showing the full impact of the cancellation.

3. Review the Impact Summary

The modal displays:

Class details -- name, date, time, and instructor
Booking impact -- total number of affected bookings
Refund amount -- total amount to be refunded
Status breakdown -- how many bookings are checked-in, pending, or already cancelled

Review this summary carefully before proceeding.

4. Enter a Cancellation Reason

Provide a reason for the cancellation in the text area. This is required. Common reasons include:

Instructor unavailable
Weather conditions
Facility maintenance
Low enrollment

The reason is included in the notification email sent to attendees.

5. Configure Attendee Notifications

The Email all attendees checkbox is enabled by default. When enabled, all booked attendees receive an email with the cancellation reason and their refund details. Uncheck this only if you plan to notify attendees through another channel.

6. Confirm Cancellation

Click Confirm to cancel the class. This action cannot be undone.

Refund Options

When cancelling a class, you choose how refunds are handled:

Full Refund (default) -- all paid bookings are automatically refunded via Stripe. Free bookings are marked as refunded. This is the recommended option for most cancellations.
No Refund -- the class is cancelled but no refunds are issued. Use this when you plan to offer make-up classes, credit, or when your cancellation policy does not include refunds.

The refund option selector appears in the cancel modal above the impact summary. The impact summary updates dynamically to reflect your choice -- selecting "No Refund" shows $0.00 in refunds.

Attendees are still notified regardless of the refund option. When no refund is issued, the notification email indicates that no refund is applicable.

What Happens on Cancellation

When you confirm the cancellation:

The class is marked as cancelled (is_cancelled = true)
All confirmed bookings are automatically cancelled
Full Refund: paid bookings receive automatic refunds via Stripe; free bookings are marked as refunded
No Refund: bookings are cancelled with no refund processing
No-show bookings are notified but are not refunded (regardless of refund option)

Cancelling Recurring Classes

When you cancel a class that is part of a recurring series, you can choose the scope of the cancellation:

This class only -- cancels only the selected class instance. Other instances in the series are unaffected.
This and all future classes -- cancels the selected class and every future instance in the series that hasn't already been cancelled.
All classes in series -- cancels every instance in the entire series that hasn't already been cancelled, including past classes that haven't occurred yet.

How it works

Open the cancel modal on any class in the recurring series.
A Recurring Series section appears with radio buttons for each scope option.
The impact summary updates dynamically to show the total bookings and refund amount across all affected classes.
Select a scope, enter a cancellation reason, and confirm.

Refunds and email notifications are processed for all affected classes. Each class is cancelled individually, so if any single cancellation fails, the others still complete successfully.

For non-recurring classes, the scope selector does not appear and the cancellation works exactly as before.

Best Practices

Cancel early -- give attendees as much notice as possible
Be specific -- include a clear, professional reason so attendees understand the situation
Keep notifications enabled -- attendees expect to be informed when a class they booked is cancelled

Need Help?

For questions about cancellations or refunds, contact support@studiobase.org.