IN BRIEF:
Learn how to cancel individual or multiple classes, or restore a canceled class, directly from the Classes or Calendar pages. This document also covers how to notify families, issue makeup tokens, and locate internal reports for canceled classes.

• Overview
• Cancel a Single Class — Classes Page
  • Important Notes
• Cancel a Single Class — Calendar View
• Cancel Multiple Classes (Mass Cancel)
• Un‑Cancel a Class
  • What Happens When You Un‑Cancel
• Record Keeping
• Troubleshooting & FAQs
• Related Articles

Overview

Canceling classes does not affect proration. It simply tells iClassPro that the scheduled class session will not be held on the selected date(s)/time(s) and gives staff the option to notify families and/or issue a makeup token for the canceled date(s).

• See our "How Does Proration Work?" document for additional information about how proration works in iClassPro.

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Cancel a Single Class — Classes Page

1. From the CLASSES page, select the Attendance icon (checkmark) next to the class.
2. Choose the date to cancel, then select Cancel for this day.
   
3. (optional) Enter a cancellation reason in Optional Comments.
   • NOTE: this reason will be included in communications to families about the cancellation, and will also be used for any Makeup Tokens issued.
4. Choose one or both Notification Method options:
   • Email – uses the “Class Canceled” template under SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL.
   • SMS/Text Message – sends a message stating: Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]].
   • Push notification – sends a Push Notification stating: Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]].
      
5. (optional) Select Create Makeup Tokens to issue tokens to affected students.
   • Configure token options:
     • Specify an Expire Date or enable Never Expire
     • Override Limit – allows the system to issue tokens to students that may exceed the maximum allowed limit defined by your Makeup Tokens settings.
     • Send Token Notification Emails – uses “New Makeup Token Created” template.
6. Select Process to complete the cancellation.

Important Notes

• If a class has Makeup or Punch Pass enrollments booked for the date being canceled, those enrollments are deleted first, so their tokens/punches are returned. This ensures that no new Makeup Tokens are created for those enrollments.
• Using Dynamic Class Names may cause SMS messages to exceed the character limit, using extra credits to send multiple messages.

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If you choose to cancel the Background Task after it has begun, it is strongly recommended that you also delete the entry from the Background Task window by clicking on the “Delete” button (trash) to the right of the Background Task entry. Deleting the Background Task entry is specifically recommended for tasks that both perform a task and send email notifications, such as generating makeup tokens, canceling classes/camps, assigning substitute instructors, and sending Statements.

Cancel a Single Class — Calendar View

1. On the CALENDAR page, navigate to the desired date, then select the class block.
2. Click Cancel Class (top‑right of the dialog).
3. Repeat Steps 3–7 from the previous section.

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Cancel Multiple Classes (Mass Cancel)

1. In CLASSES, select one or more classes to cancel.
2. Choose the Mass Cancel icon from the Quick Tools menu at the bottom of the window.
   
3. Set the Start Date and End Date for the date range of the classes to be canceled.
   • NOTE: for a single day, enter the same date for both.
4. (optional) Enter a cancellation reason in Optional Comments.
   • NOTE: this reason will be included in communications to families about the cancellation, and will also be used for any Makeup Tokens issued.
5. Choose one or both Notification Method options:
   • Email – uses the “Class Canceled” template under SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > OFFICE PORTAL.
   • SMS/Text Message – sends an SMS message stating: Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]].
   • Push notification – sends a Push Notification stating: Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]].
6. (optional) Select Create Makeup Tokens to issue tokens to affected students.
   • Configure token options:
     • Specify an Expire Date or enable Never Expire
     • Override Limit – allows the system to issue tokens to students that may exceed the maximum allowed limit defined by your Makeup Tokens settings.
     • Send Token Notification Emails – uses “New Makeup Token Created” template.
7. Select Process to complete the cancellation for the classes.

Important Notes

• The same considerations previously noted regarding makeup/punch enrollments, Dynamic Class Names, and Background Tasks also apply to mass cancellations.

• For camps that meet multiple times on the same day, using the Mass Cancel action will cancel all camp blocks for the date range. To cancel individual camp blocks, use the instructions in the Cancel a Single Camp Block section above.

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Un‑Cancel a Class

NOTE: Un‑cancelling must be done per individual class time slot.

1. In CLASSES, select the Attendance icon (checkmark) for the canceled class.
2. Pick the canceled date (marked Canceled in red text).
   
3. Click the pencil (edit) icon next to the cancellation note.
4. Select Remove Cancellation.
   
5. Confirm that the System indicates that the cancellation has been removed for the class.
   

What Happens When You Un‑Cancel

• Any Makeup Tokens that were issued for the cancellation are revoked.
• ACTIVE and TRIAL enrollments associated with the class remain in place.
• Punch Pass and Makeup enrollments that were previously deleted when the class was canceled are not restored.

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Record Keeping

Each cancellation generates an HTML result report in Background Tasks.

This report includes:

• Class name
• Cancellation date and time
• Result
• Any Makeup Tokens created

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Troubleshooting & FAQs

• Why are Makeup or Punch Pass enrollments deleted when a class is canceled? 
  • These enrollment types are session-based, so their associated tokens/punches are automatically returned upon cancellation to prevent duplication.
• What happens if a Background Task is stopped midway?
  • It is recommended to delete the Background Task entry from the window after cancellation to prevent duplicate or incomplete notifications.
• Can a canceled class be restored with all original enrollments?
  • Only ACTIVE and TRIAL enrollments remain; Makeup and Punch Pass enrollments must be manually re-added if needed.
• Why did the system cancel all class meetings on a specific date instead of just one of them?
  • For classes with schedules that meet multiple times on the same day, using the Mass Cancel action will cancel all class meetings for the date range.
    • To cancel individual schedule times, use the instructions in the Cancel a Single Class section above.

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Related Articles

• How Does Proration Work?
• How Do I Create Makeup Tokens in the Office Portal?
• What are Background Tasks?

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