How Do I Cancel a Class/Classes?

IN THIS ARTICLE:
Learn how to cancel a single class or multiple classes, for a single class meeting or over a date range.

Canceling classes does not affect proration. It simply marks that class will not be held on the date(s) for which it is canceled and gives staff the option to 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.

How to Cancel a Single Class from the Classes Page

  • From the CLASSES page, click the “Attendance” icon (checkmark) to the left of the class you wish to cancel.
  • Select the date of the class that needs to be canceled.
  • Click “Cancel for this day.”
    2019-02-21_08_21_42-iClassPro___superstars.png
  • Enter a cancellation reason in the “Optional Comments” field if you wish.
  • Select the option(s) to send an Email Notification, SMS Message, or both to families about the canceled class if you wish to do so.
    • If "Email" is selected as the Notification Method, the system will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>OFFICE PORTAL>"Class Canceled."
    • If "SMS/Text Message" is enabled as the Notification Method, the system will send a message using the following text (with variables replaced accordingly):
      • "Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]]."
        cancel_class01.png

      • NOTE: Using Dynamic Class Names may cause the text message to exceed the maximum number of allowed characters. In this case, additional credits may be required to send the notification.
  • To create a corresponding makeup token, click “Create Makeup Tokens.”
    cancel_class02.png
    • NOTE: Any makeup tokens created due to canceling a class are created and available for redemption immediately via the Customer Portal if your Makeup Token settings allow parents to do so.
      • If a student has used a makeup token for an enrollment in a class that is canceled, the makeup token will be refunded to the student. 
      • If a class is canceled for a date that contains Punch Pass-related enrollments scheduled to attend on that date, those enrollments will be deleted prior to actually canceling the class. This will release the punch back to the customer to be used again, and will also ensure that no makeup token is generated for Punch Pass enrollments.
  • Set an expiration date for the makeup tokens and whether or not the tokens created are allowed to override your pre-set makeup token limit.
  • Enable the option to “Send token notification emails” if you wish to have an email sent to parents. (The email sent will use the template under SETTINGS>SETUP>GENERAL SETTINGS>ICLASSPRO>NEW MAKEUP TOKEN CREATED.)
  • Click “YES” to complete the cancellation process and perform any selected tasks.

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.

How to Cancel a Single Class from the Calendar Page

  • From the CALENDAR page, filter down to the date you would like to cancel class for.
  • Select the class from the calendar.
  • Click “Cancel Class" at the top right.
    mceclip1.png
  • Enter a cancellation reason in the “Optional Comments” field if you wish.
  • Select the option(s) to send an Email Notification, SMS Message, or both to families about the canceled class if you wish to do so. 
    • If "Email" is selected as the Notification Method, the system will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>OFFICE PORTAL>"Class Canceled."
    • If "SMS/Text Message" is enabled as the Notification Method, the system will send a message using the following text (with variables replaced accordingly):
      • "Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]]."
        cancel_class01.png
        • NOTE: Using Dynamic Class Names may cause the text message to exceed the maximum number of allowed characters. In this case, additional credits may be required to send the notification.
  • To create a corresponding makeup token, click “Create Makeup Tokens.”
    cancel_class02.png
    • NOTE: Any makeup tokens created due to canceling a class are created and available for redemption immediately via the Customer Portal if your Makeup Token settings allow parents to do so.
      • If a student has used a makeup token for an enrollment in a class that is canceled, the makeup token will be refunded to the student. 
      • If a class is canceled for a date that contains Punch Pass-related enrollments scheduled to attend on that date, those enrollments will be deleted prior to actually canceling the class. This will release the punch back to the customer to be used again, and will also ensure that no makeup token is generated for Punch Pass enrollments.
  • Set an expiration date for the makeup tokens and choose whether the tokens are allowed to override your pre-set makeup token limit.
  • Enable the option to “Send token notification emails” if you wish to have an additional email sent to parents regarding the issue tokens. (The email sent will use the template under SETTINGS>SETUP>GENERAL SETTINGS>ICLASSPRO>NEW MAKEUP TOKEN CREATED.)
  • Click “YES” to complete the cancellation process and perform any selected tasks.

How to Cancel Multiple Classes

  • From the CLASSES page, select the classes you wish to cancel.
  • Click the “Mass Cancel” icon at the bottom of the screen
    massicon.png
  • Choose the date for which you wish to cancel classes, and enter a cancellation reason in the “Optional Comments” field if you wish.
  • Select the option(s) to send an Email Notification, SMS Message, or both to families about the canceled class if you wish to do so. 
    • If "Email" is selected as the Notification Method, the system will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>OFFICE PORTAL>"Class Canceled."
    • If "SMS/Text Message" is enabled as the Notification Method, the system will send a message using the following text (with variables replaced accordingly):
      • "Your [[class_name]] meeting at [[class_schedule]] for [[student_name]] has been canceled for [[date]]."
        cancel_class03.png

      • NOTE: Using Dynamic Class Names may cause the text message to exceed the maximum number of allowed characters. In this case, additional credits may be required to send the notification.
  • To create a corresponding makeup token, click “Create Makeup Tokens.”
    cancel_class04.png
    • NOTE: Any makeup tokens created due to canceling a class are created and available for redemption immediately via the Customer Portal if your Makeup Token settings allow parents to do so.
      • If a student has used a makeup token for an enrollment in a class that is canceled, the makeup token will be refunded to the student. 
      • If a class is canceled for a date that contains Punch Pass-related enrollments scheduled to attend on that date, those enrollments will be deleted prior to actually canceling the class. This will release the punch back to the customer to be used again, and will also ensure that no makeup token is generated for Punch Pass enrollments.
  • Set an expiration date for the makeup tokens and whether or not the tokens created are allowed to override your pre-set makeup token limit.
  • Enable the option to “Send token notification emails” if you wish to have an email sent to parents. (The email sent will use the template under SETTINGS>SETUP>GENERAL SETTINGS>ICLASSPRO>NEW MAKEUP TOKEN CREATED.)

Click “YES” to complete the cancellation process and perform any selected tasks.

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.

Record Keeping

Once the cancellation is complete, an HTML result report will be available in your Background Tasks:

cancel_class00.png

This report will show the class name, cancellation date, class time and results for the actual class cancellation and any makeup tokens created (if you enabled the option to do so):

cancel_class01.png

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).