How to Set Up Auto-Cancel for Low-Enrollment Classes

Running classes with very low attendance can affect your bottom line. With OfferingTree's Auto-Cancel Low-Enrollment feature, you can set minimum attendance goals, receive advance warnings if enrollment is falling short, and automatically cancel classes and issue refunds if those thresholds aren’t met.

Setting Up Studio-Wide Defaults

To set default rules for all your classes:

1. Go to Business Settings in your side navigation menu.

2. Click on Registration Settings.

3. Locate the Auto-cancel low-enrollment section.

1. Enable Auto-Cancel

Toggle the Cancel under-enrolled classes switch to ON.

Configure your default settings:

• Evaluation Window: Enter how many hours before class start time the system should evaluate enrollment (e.g., 24 hours).

• Minimum Registrations Required: Enter the minimum number of attendees needed to keep the class open (e.g., 3 people).

• Refund Method: Choose how registrants should be handled upon automatic cancellation:
  

  • No refund

  • Refund to client's card

  • Account credit

Note: You can customize or override these settings on an individual class level from its edit screen when creating or updating an offering.

2. Configure Low-Enrollment Alerts

Stay ahead of potential cancellations by turning on warning notifications:

1. In the Low-enrollment alerts section, toggle the alert switch to ON.

2. Set When should we send the alert? (e.g., 48 hours before class start).

3. Who gets notified: Anyone with admin access and the class's assigned staff member will receive an advance notification via email.

Managing Individual Events & Custom Rules

You can easily override your studio's default rules for any specific event from the event's edit screen under the Auto-cancel section:

• Use business default: Keeps the studio-wide rules you configured in settings.

• Turn on for this class: Customizes the cutoff hours, minimum headcount, or refund method for this specific class only.

• Turn off for this class: Ensures this class will never auto-cancel, regardless of enrollment.

How It Looks on Your Schedule

When viewing Your Schedule from the dashboard:

• Enrollment Target Indicators: Classes with auto-cancel enabled display your minimum threshold next to the current sign-up count (e.g., 0/10 · min 3).

• At-Risk Warning Badges: If a class triggers an alert for being under-enrolled, a badge labeled "At risk of auto-cancel" will highlight the event.

• One-Click Override ("Keep class"): Right from your schedule view, you can click the Keep class button on an at-risk event to prevent auto-cancellation and keep it on the schedule.

⚠️ Important: Overrides must be completed before the cutoff window passes. Once the cutoff window passes and a class auto-cancels, it cannot be reinstated.

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