Archive a future booked session to cancel it and keep its history. For a course, use Cancel session. Delete only sessions that were never booked. To keep bookings and stop new ones, close bookings.
Once a session starts, you cannot archive it. Its bookings, attendance and payroll stay as recorded. To cancel one person’s booking, open People on the session and select Cancel and refund from their row menu.
Cancel one session#
- In Admin > Classes, open the class and session.
- From the session menu, select This Event > Archive Class.
- Check the booking count. A Reason (optional) is saved as the cancellation note on each booking.
- Select Archive & Cancel or, when there are no bookings, Archive.
The archived session is marked cancelled and hidden from customers.
What happens to bookings#
Archiving cancels all confirmed and pending bookings, including guests. It returns pass or class pack credit and restores membership uses. A cancellation email may follow.
For other payment methods, check each booking and refund from the customer record if needed. Archiving does not refund those payments automatically.
If a cancellation or credit return fails, nothing on that session changes. Retry or check the bookings. You cannot archive an already archived or cancelled session again.
Restore a session#
Open the archived or cancelled session and select Restore. It returns to its scheduled time, but its bookings stay cancelled. Customers must book again.
Sessions archived by a retired schedule cannot be restored individually. If a bulk restore includes one, no sessions are restored. Open View Schedule Patterns in the series menu and restore the pattern.
Cancel several sessions#
In the class's Schedule, tick sessions, or choose Select all upcoming in the action bar, then select Archive. Select all upcoming excludes started, archived and cancelled sessions. Archive is unavailable if none of the selections qualify.
Check which sessions stay as they are and the counts to be archived or cancelled. The same credit, payment and email rules apply. Sessions are handled separately. Review the result and check for any still scheduled.
Edit Future Instances uses a separate Archive action that is blocked when sessions have bookings.
Delete sessions#
Owners and managers can select sessions in Schedule, choose Delete and confirm. This cannot be undone.
Sessions that ever had a booking are skipped, even if every booking was cancelled. Check the skipped count in the result. To retire a whole class, archive or cancel its future sessions first.
Course sessions#
Use Cancel session in Schedule for an upcoming scheduled course session. Archive returns pass, pack and membership credit only. It does not refund course enrollment paid in cash.
Choose what happens to each active enrollment:
- Cash refunds cover eligible amounts paid for that session. If cancellation fails, check for refunds already recorded before retrying.
- Account credit issues account credit.
- Create make-ups books customers into a replacement. Choose it under Optional make-up replacement first.
Affected customers may receive a cancellation notice. Check the result and the session's bookings.
When instructors cancel a class#
Set instructor cancellation policies in Admin > Settings > Booking > Policies > Instructors. The same rules apply on the web Schedule and in the Naayya app.
At cancellation, Naayya checks that the instructor is assigned, cancellations are allowed, minimum notice is met, confirmed enrollment does not exceed the maximum, and admin approval is off. The instructor needs a reason of at least 10 characters.
When Require admin approval is on, the instructor sees a message to contact the manager. No request is sent. The manager must cancel in Admin. A successful instructor cancellation returns credits. A cancellation email may follow, as with an admin archive.
Common questions#
Should I close bookings, archive, or delete?#
Close bookings to keep existing bookings. Archive to cancel the session. Delete only if no one ever booked it.
Can I delete a session that has bookings?#
Use Archive for an upcoming booked session or People > Cancel and refund for one person's booking on a session that has started.
Does changing the time or instructor cancel bookings?#
In Editing Future Class Instances, changes to time, location or instructor keep the bookings. Check the updated details and tell affected customers.