A class session that has bookings is cancelled by archiving it. Course sessions are the exception: use Cancel session, described under Course sessions. A session that never had a booking can be deleted. The two actions are different: archiving keeps the session and its history, and returns what customers used to book it. Deleting removes the session permanently.
If you only want to stop new bookings and keep the people already booked, use Close bookings instead.
Cancel one session#
- Go to Admin > Classes, open the class, then open the session.
- Select Archive.
- Read the confirmation. When the session has confirmed bookings, it says how many will be cancelled. Add a Reason (optional), for example why the teacher or room is not available. It is saved as the cancellation note on each booking.
- Select Archive & Cancel followed by the number of bookings. With no bookings, the button reads Archive.
The session then shows as archived and cancelled, and it is hidden from customers.
What happens to bookings#
Archiving cancels every confirmed and pending booking on the session in one step, including bookings made by guests who booked without an account. For each booking:
- A pass or class pack credit goes back to the customer's account.
- A membership booking has its membership use restored.
- The confirmation says customers are notified by email that the class is cancelled.
The confirmation names credit and membership returns only. If a booking was paid another way, check that booking after archiving and refund it from the customer's record if you want to. See Customer Bookings.
If Naayya cannot cancel a booking or return its credit, it stops. The session stays as it was, no booking on it is cancelled, and you see an error. Try again, or open the bookings on the session and check their status. A session that is already archived or cancelled cannot be archived again.
Restore a session#
Open an archived or cancelled session and select Restore. The session goes back on the schedule as scheduled. Restoring does not rebook anyone: bookings that were cancelled stay cancelled. Invite customers to book again if you want them back.
A session that was archived because its schedule pattern was archived cannot be restored one by one. Naayya refuses with This occurrence was archived by a retired schedule. Restore the schedule pattern instead. When you restore several sessions at once and some of them were archived that way, the message says how many, for example 3 occurrence(s) in this range were archived by a retired schedule. Restore the schedule pattern instead. Nothing is restored in that case. Open View Schedule Patterns from the class series menu and restore the pattern. See Managing Class Series.
Cancel several sessions#
In the class's Schedule section, select the checkboxes beside the sessions, then select Archive. The confirmation shows how many bookings will be cancelled. Each session is archived on its own, so one session can fail while the others succeed. After the action, check the schedule for any session that is still scheduled, and read the message shown. Editing Future Class Instances explains the difference from Archive in Edit Future Instances, which is blocked when sessions have bookings.
Delete sessions#
Delete is for sessions created by mistake or never booked.
- In the class's Schedule section, select the sessions.
- Select Delete.
- Confirm. The dialog says the sessions will be permanently deleted and that this cannot be undone.
A session that has ever had a booking is skipped, including one whose bookings were all cancelled. The dialog counts sessions with bookings and tells you to use archive instead, and the result message says how many were skipped. Deleting needs owner or manager access.
To retire a whole class, archive its future sessions first. The class Archive option stays unavailable until then, with the message Archive or cancel future occurrences first.
Course sessions#
For a session of a course, do not use Archive to cancel it. Archive returns pass, class pack and membership credit only. It does not refund a course enrollment that was paid in cash. Use the session's Cancel session button in the Schedule section instead. The button appears only on upcoming sessions that are still scheduled, not on past, archived or already cancelled ones.
Cancel session asks you to choose what happens to every active enrollment on that session:
- Cash refunds refunds the enrollment payments for that session.
- Account credit gives the customers account credit instead.
- Create make-ups books customers into a replacement session. Choose the replacement first under Optional make-up replacement.
Affected bookings send the normal cancellation notification. After it finishes, check the result message and the session's bookings. See Workshop vs Course.
When teaching staff cancel a class#
Teaching staff can cancel their own classes from their teacher Schedule page only if your business allows it. Set the rule in Admin > Settings > Policies, on the Teaching Staff tab: Allow teaching staff cancellations, Minimum notice, Max enrollment threshold, Require admin approval, and Message to teaching staff. The settings are described in Booking Policies. The Naayya app uses the same rule.
Naayya checks the rule again at the moment the teacher cancels, not only when the page was opened. A cancellation does not go through when:
- The teacher is not assigned to that class.
- Allow teaching staff cancellations is off.
- The class starts sooner than the Minimum notice.
- More people are confirmed than the Max enrollment threshold.
- Require admin approval is on.
With Require admin approval on, the teacher sees a message to contact the business manager. No request is sent to a manager, so a manager has to cancel the session from the admin pages. A teacher's cancellation needs a reason of at least 10 characters. When it goes through, it cancels bookings, returns credits and notifies customers in the same way as an archive by a manager.
Common questions#
Should I close bookings, archive, or delete?#
Close bookings to pause a session and keep its bookings. Archive to cancel the session and its bookings. Delete only when nobody ever booked it.
Can I delete a session that has bookings?#
No. Archive it instead. This keeps the booking history and lets Naayya return credits and notify customers.
Does changing the time or teacher cancel bookings?#
No. Time, location and teacher changes keep bookings and do not notify customers. See Editing Future Class Instances.