Can I have multiple late cancel windows, such as weekdays vs. weekends?
The official answer is yes. However, there are multiple ways to implement multiple late cancel windows, each with a few nuances.
The best way to implement multiple late cancel windows is to setup multiple service categories within Mindbody. From there, you can setup a unique cancellation window for each service category. As an example, you could setup a “Morning Cycle” service category and an “Evening Cycle” service category, and only schedule morning classes in the former and evening classes in the latter.
A few notes on this method:
You will have to be careful to schedule each class in the appropriate service category.
You may need to setup pricing relationships such that pricing options purchased in one service category work for another.
If you are a franchisee, you may have to ask your upstream contacts to setup the service categories for you.
Alternatively, you can keep all of your classes in the same service category in Mindbody, but take advantage of our extra late cancel feature to customize how far before class a client is charged a late cancel fee.
For example, consider the following example:
You want to require members to cancel 8 hours before class in the morning, and 4 hours before class in the evening.
You want to charge a $10 late cancel fee and a $20 no show fee.
Our software would be configured such that:
You would have a single service category within Mindbody with a 480 minute (8 hour) late cancel window.
Our staff would setup two class “buckets” for you: a morning and evening bucket. We would filter based on time of day or day of week.
Your morning classes would be configured with late cancel and no show fees. Anyone who late cancels for a morning class will be charged $10, and no shows would be charged $20.
Your evening classes would be configured with extra late cancel and no show fees. The late cancel fee would be set to $0. The extra late cancel window would be set to 240 minutes (4 hours) and the fee would be $10. The no show fee would be $20. In this case, only those who extra late cancel within 4 hours of the start of class would be charged a fee, effectively ignoring the time period between 8 hours and 4 hours before class.
We don’t recommend this option, as class pack customers will still lose their class when they cancel within 8 hours, and communication to members around how this works can be challenging.