Cancel a class for one date or many dates, or undo a cancellation.
Note
Canceling a class does not change proration. See How Does Proration Work? to learn more.
Cancel a class for one date
Working from the Calendar page? See Cancel from the Calendar page instead, below.
- On the CLASSES page, click the Attendance icon (checkmark) next to the class to open its attendance.
- Choose the date to cancel. Then click Cancel for this day to open the cancellation options.
- (Optional) Type a reason in Optional Comments. The reason appears in emails to families and on any makeup tokens you create.
- Under Notification Method, choose how to tell families: Email, SMS/Text Message, or Push notification. You can pick more than one, or uncheck all to cancel without sending a notification.
- (Optional) Check Create Makeup Tokens to give makeup tokens to the affected students.
- Click Process to finish canceling the class.
✓ You're all set. The class is canceled for that date.
Important
Canceling a class removes any Makeup or Punch Pass enrollments scheduled for that date and returns the token or punch used for those enrollments. A new makeup token is not created for those students. Removing the cancellation later does not bring those enrollments back. This applies to Mass Cancel too.
Cancel many classes at once
- On the CLASSES page, select each class you want to cancel. Mass Cancel works with one class selected, too.
-
Click the Mass Cancel icon to open the Mass Cancel options. The icon is in the Quick Tools menu at the bottom of the window.
- Enter a Start Date and an End Date to set which dates to cancel. To cancel one day, enter the same date in both.
- Follow steps 3–6 in Cancel a class for one date to finish canceling the classes.
✓ You're all set. The classes are canceled for those dates.
Warning
Mass Cancel cancels every meeting time on each date in the range. Some classes meet more than once a day. To cancel only one of those times, use Cancel a class for one date instead.
Remove a class cancellation
Remove cancellations one class time at a time. There is no bulk undo for a Mass Cancel.
- On the CLASSES page, click the Attendance icon (checkmark) for the canceled class.
- Choose the canceled date. Canceled dates show Canceled in red text.
-
Click the pencil icon next to the cancellation note to edit the cancellation.
- Click Remove Cancellation to restore the class on that date.
- Check for the message saying the cancellation was removed.
✓ You're all set. The cancellation is removed for that class time.
What changes when you remove a cancellation:
- Makeup tokens created for the cancellation are revoked.
- ACTIVE and TRIAL enrollments stay in the class.
- Makeup and Punch Pass enrollments deleted by the cancellation are not restored. Add those enrollments back by hand if needed.
More options and common questions
▶ Cancel from the Calendar page instead
- On the CALENDAR page, go to the date. Then click the class block (sometimes called a class card).
- Click Cancel Class at the top right of the window to open the cancel options.
- To finish, follow steps 3–6 in Cancel a class for one date.
▶ What each notification method sends
- Email uses the Class Canceled template. To find the template, go to SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES. Then open the iClassPro tab.
- SMS/Text Message sends this message: Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]].
- Push notification sends the same message as SMS/Text Message.
- Dynamic Class Names can make the text too long for one message. Then the text goes out as more than one message. That uses extra credits.
▶ Makeup token options
- Expire Date sets when the tokens expire. Check Never Expire instead if you don't want the tokens to expire.
- Override Limit gives a student a token even if it puts them over their cap. The cap is the Limit number of tokens per calendar setting in your Makeup Tokens settings. It sets how many tokens one student can get in a month or a year.
- Send Token Notification Emails sends an email. The email uses the New Makeup Token Created template.
▶ Common Questions
▶ Why are Makeup and Punch Pass enrollments deleted when I cancel a class?
iClassPro deletes Makeup and Punch Pass enrollments for the canceled date. The tokens or punches those students used go back to them. Giving the tokens and punches back on its own stops duplicates.
▶ What happens if I stop a cancellation's background task partway?
Any class canceled before you stopped the task stays canceled. Next, delete the task's entry in the Background Tasks window. To do that, click the trash icon (Delete) to the right of the entry. Deleting the entry helps stop repeat or partial notifications.
▶ Why did Mass Cancel cancel every class time on a date?
Some classes meet more than once a day. For those classes, Mass Cancel cancels every meeting on each date in the range. To cancel only one class time, use Cancel a class for one date.
▶ Where can I see a record of a cancellation?
Each time you cancel, iClassPro makes an HTML result report in Background Tasks. The report shows the class name, the cancellation date and time, the result, and any makeup tokens made. Cancellations also show in the account Audit Log. To find the log, go to User Menu > Audit Log.
▶ What if a student already used a makeup token from the cancellation?
When you remove the cancellation:
- The token is revoked (taken back), even if the student already used it.
- A used token stays in the record for history.
- An unused token is deleted.
- The student stays booked in the makeup class the token was redeemed for.
- That makeup enrollment is no longer linked to a token.
- The makeup class is not canceled.
- The family is not charged for the makeup class.
- The family does not get a message about the makeup class.
If that makeup enrollment is deleted later:
- If the makeup enrollment is deleted before the makeup class happens, no token goes back to the student.
- No token goes back because that makeup enrollment is no longer linked to a token.
▶ Can I restore a canceled class with all of its enrollments?
ACTIVE and TRIAL enrollments stay when you remove a cancellation. Makeup and Punch Pass enrollments have to be added back by hand.
Related: How Does Proration Work? · How Do I Create Makeup Tokens in the Office Portal? · What are Background Tasks?