How to cancel an activity session - V1

Summary

There are two ways to cancel an activity without cancelling the entire schedule in FLOW:

1. Via the Schedule
2. Via the Resource Calendar

This is useful for last-minute changes, such as when an instructor is unavailable to teach a class.

Step-by-Step Guide

Cancelling from the Schedule

1. From the Home Page, navigate to the Activities Module.
   
   
   
    
2. Click on Schedules.
   
   
   
    
3. Search for the schedule that contains the activity you need to cancel.
   
   
   
    
4. Click Edit.
   
   
   
    
5. Search for the date and time slot(s) you wish to cancel and tick the check box(es) next to it.
   
   
    
6. Click on the pencil icon.
   
   
   
    
7. Click on Cancel Activities.
   
   
   
    
8. Confirm that you wish to proceed with the cancellation.
   
   
    
9. A confirmation popup will appear, indicating the activities has been successfully cancelled
   
   
   

Note: If customers had booked this activity:

• They will receive a notification email.
• If they have paid, they will receive credit for the amount paid, which they can use for future bookings.

Cancelling from the Resource Calendar

1. From the Home Page, navigate to one of the following:
   • Front of House Module (Ensure you have opened a session for the desired facility).
     
     
     
      
   • Facilities Module.
     
     
     
      
2. If in Front of House, go to the Facility Calendar.
   
   
   
    
   • If in Facilities Module, click on Calendar.
     
     
     
      
3. Locate and select the activity and date/time you wish to cancel.
   
   
   
    
4. Click Cancel Activity.
   
   
   
    
5. Select a cancellation reason from the dropdown menu.
   
   
   
    
6. Click Cancel Activity Session.
   
   
   
    
7. The activity session will now display as cancelled.
   
   
   
   
   
   

Note: If customers were booked into the cancelled activity:

• They will receive a notification email.
• If they paid for the activity, they will receive credit on their customer account for the amount paid (if applicable).

By following these steps, you can efficiently cancel activities without affecting the entire schedule, ensuring a smooth experience for both staff and customers.