Class Cancel Alert - Minimum Attendees and Automatic Cancellation

What the class cancel alert does

The class cancel alert watches every upcoming session of a class. When a session is within the number of hours you set before its start and has fewer bookings than your minimum, the system either alerts you or cancels that session for you.

• Alert only: admins and the session's instructors get an app notification, and an email if they have the class cancel alert email turned on.
• Automatically cancel class: the session is also cancelled at that moment, the same as cancelling it from the calendar.

The setting belongs to the class, so it applies to all of that class's sessions.

Turn it on for a class

1. Open Classes and select the class to edit.
2. Select Class cancel alert.
3. Turn on Class cancel alert.
4. Choose the Minimum number attendees: a session with fewer bookings than this triggers the alert.
5. Enter the Time before class starts (hours).
6. Turn on Automatically cancel class if you want the system to cancel the session instead of only alerting you.
7. Save.

When the check happens

The system checks about once an hour. A session is evaluated at the first check after it enters the window, counted back from its start time.

For example, with 7 hours, a 19:30 class is checked at about 12:30; with 10 hours it is checked at about 09:30. If the class has fewer bookings than the minimum at that moment, the alert is sent, and the session is cancelled when automatic cancellation is on.

• Each session is checked once. Bookings made or cancelled after that time do not trigger another alert or cancellation.
• Changing the hours on the class changes when its remaining sessions are checked. Sessions that were already alerted or cancelled stay as they are.
• Different classes can use different hours, so check the class itself when a cancellation time looks unexpected.

Find out why a session was cancelled

A session cancelled by this feature appears in the activity log as cancelled by the system, not by a staff member. If the time looks wrong, open the class and check the hours on Class cancel alert; the activity log of the class also shows when that setting was last changed.