How can I implement a late cancellation charge or no-show penalty?

What happens by default
When a member cancels after the class's Cancellation Threshold, they forfeit the session they used to book the class. You don't need to deduct anything yourself.

When a staff member cancels a booking
When you cancel a member's booking from Scheduling >> Calendar (click the class, then the ⋮ next to the member >> Cancel Booking), Octiv asks how to handle the cancellation threshold:

• Cancel & Disregard Threshold: the member gets their session back, even if the threshold has passed. No late cancellation is recorded.
• Cancel & Adhere to Threshold: the member only gets their session back if the threshold hasn't passed. If it has, the booking is recorded as a late cancellation, appears under Late Cancellations on the class, and the session is forfeited.

⚠ Cancel & Disregard Threshold is selected by default. To apply your late cancellation policy, choose Cancel & Adhere to Threshold before you click Submit.

Charging a late cancellation or no-show fee
Octiv doesn't charge a penalty fee automatically. To charge one:

1. Create a manual invoice for the fee: go to Accounts >> Invoices >> Create New, choose the member and add a line item for the fee.
2. Set the description to "Late cancellation fee" or "No-show fee".
3. If you have an ad-hoc payment gateway, the member can pay the invoice in the app. If they pay you another way, record it with Record Payment.

Setting a Cancellation Window
This is set on each class: when you create or edit the class from Scheduling >> Calendar, set the Cancellation Threshold. You can also turn on Prevent booking cancellation after threshold.

This defines how far in advance members must cancel. Cancellations within the window can be flagged or blocked depending on your settings.

⚠ Communicate your cancellation and no-show policy clearly to members in your facility terms and conditions and in class booking confirmation emails.