Move or cancel classes for the weather

When the swell is too big, the wind drops or a storm comes in, a weather call moves or cancels a whole morning in one go. Weather calls are part of every plan, Free included, and there is nothing to switch on.

The owner, admins and front desk can make a weather call. Teachers cannot. Private sessions only show to staff who may approve private sessions.

Pick the day

1. Open Schedule and select Weather call (on a phone, it is in the menu next to New class).
2. Pick the Day. If only part of it is affected, tick Only some hours of the day and set From and Until.
3. If your studio has more than one location, pick the Location, or keep All locations.

Under Classes and sessions you see every class and private session that has not started yet in that time, with the teacher, the place, how many are booked and waiting, and their names. Everything is selected. Untick what should stay as it is, or use Select all.

Move to a new time

1. Under What to do, choose Move to a new time.
2. Pick the New day (the same day unless you change it) and the New time: Same time, 1 to 6 hours later or 1 to 3 hours earlier.

Each class keeps its own time and moves by the same amount, so 07:00 and 09:00 become 10:00 and 12:00 with 3 hours later. Each row shows its new time before you confirm.

• Bookings and the waiting list stay on the class.
• Everyone booked before the move can cancel from their account free of charge until it starts, and gets their credit back, even inside your usual cancellation window. People who book after the move follow your normal rules.
• A moved private session keeps its price, and the member can cancel it with a full refund until its new start.

Cancel

Under What to do, choose Cancel.

• Credits go back to everyone who booked with a pass or a membership. Anyone on the waiting list is taken off it.
• If someone paid for a class alone, choose under People who paid for this class alone: Refund the money (to the original payment method) or Keep it as a credit for another class (usable for at least 3 months).
• Paid private sessions are always refunded in full.

Only staff who may refund can choose Refund the money. Anyone who can make a weather call can keep the money as credit. If the call would refund money (a paid single booking with Refund the money, or a paid private session) and you may not refund, nothing changes and elastudio tells you so.

Tell your members

E-mail everyone booked or waiting is on by default. Add a Note to members in each of your languages if you like, for example “Swell too big today” (up to 500 characters). Each person gets one e-mail in their own language with the new time or the cancellation, your note, and what happens to their credit or money.

These e-mails replace the usual class and session e-mails. You can change their text in Settings > Messages: Moved for the weather and Cancelled for the weather. If you turn the e-mail off, members only see the change on the schedule.

Check and confirm

The line at the bottom says what will happen before anything changes, for example “Moves 2 classes and 1 private session. 5 people are told.” When cancelling it also counts the credits that go back and the refunds.

If a class or session cannot be changed, for example because its room or teacher is taken at the new time, it is listed with the reason. The others still go ahead.

Select Move now or Cancel now. Pressing twice acts only once: nothing is moved, refunded or e-mailed twice.

Note: Classes and sessions that already started are never changed. Each weather call is recorded in the activity log with the classes it touched. To close for several days, use Close the studio on the same page.

The screens use your business type’s words, so you may see “lesson” or “instructor” instead of “class” or “teacher”.