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Cancelling sessions

Cancelling a session in ClubPal is straightforward, but the options you see may depend on your role and the type of session.

Who Can Cancel Sessions?​

You can cancel sessions if you have one of these permissions:

  • Administrator
  • Manage Sessions
  • Coach

How to Cancel a Session​

  1. Go to the session details page for the session you want to cancel.
  2. Click the ellipses (⋯) menu in the top right.
  3. Select Cancel from the menu.
  4. If it's a recurring session, you'll be asked if you want to cancel:
    • Just one occurrence (e.g. a single date)
    • A date range (multiple future dates)
    • The entire series (all future sessions)
  5. For recurring sessions, you can also edit the session and change the end date to stop future occurrences.

What Happens When You Cancel?​

  • Refunds: If the session is paid, you can choose to issue refunds to attendees. Tick the "Issue Refunds" option if you want refunds to be processed automatically.
  • Email Notification: You can choose to send a cancellation email to all attendees. Tick the "Send Email" option to notify everyone. If you select this, a message box will appear so you can add a custom message (e.g. a reason for cancellation).
  • Cancellation Message: Add a custom message explaining the reason for cancellation. This message will be included in the email if you choose to send one.

Example Cancellation Screen​

Cancellation Dialog

Frequently Asked Questions​

Q: Can I undo a cancellation?
A: No, cancelling a session cannot be undone. Please double-check before confirming.

Q: Will attendees be notified?
A: Yes, if you select the option to send an email, all attendees will receive a cancellation notice. You can include a custom message in the email.

Q: What if I only want to cancel one date in a recurring session?
A: You can cancel a single instance from the session details page, or select a date range or the entire series when cancelling recurring sessions.

Q: How do I add a reason for cancellation?
A: Enter your message in the cancellation form. This will be included in the email notification if you choose to send one.

Q: What happens if I don't select 'Send Email'?
A: Attendees will not receive a cancellation email, but the session will still be cancelled in the system.