Overview

This guide walks you through how to cancel a client's membership in Core and manage how their future booked sessions are treated. With this update, you can easily adjust the cancellation start date, apply charges if needed, and choose whether to mark sessions as pending payment or cancel them altogether.

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Prerequisites

• Admin access to the Clients module in Core
• A client with an active membership
• Knowledge of your studio’s cancellation policy (e.g., fees, notice periods)

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Step 1 – Navigate to the Client’s Membership

1. Log in to Core
2. Go to Clients
3. Search and select the client’s name
4. Click on the Membership tab

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Step 2 – Open the Membership Details

1. Click the Details (eye) icon next to the membership you want to cancel

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Step 3 – Open Update Status Panel

1. Click the pencil icon next to the Current Status

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Step 4 – Cancel the Membership

1. In the Update Status dropdown, select Cancelled
2. Fill in the Cancellation Reason and Cancellation Charge Amount (if applicable to your account setup)

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Step 5 – Choose the Cancellation Start Date

1. The default option is Immediately, which lists all future bookings starting today.
2. You can select On Date and choose a specific Cancellation Start Date.
   1. The system dynamically updates to show all booked sessions starting after that date.

Tip: If the client has already paid for the current month, set the Cancellation Start Date to the last day of the billing cycle.

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Step 6 – Manage Booked Sessions

1. Sessions from the Cancellation Start Date onward will be marked as Pending Payment by default.
2. You can choose to cancel specific bookings instead by checking the boxes next to each session.

Tip: Cancelled sessions will not trigger a pending payment for the client.

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Step 7 – Finalize the Cancellation

1. Click the Update Status button to complete the cancellation process.

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Expected Outcome

The client's membership is canceled based on your selected date, and you control whether future sessions remain as pending payments or are canceled. This flexibility helps maintain a smooth client experience during offboarding.

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FAQs

Q: Can I cancel future sessions without applying pending payments?

Yes, just select the checkboxes next to the sessions and they will be canceled instead of billed.

Q: Will the client be notified automatically?

This depends on your studio’s communication settings. Check with your system admin.

Q: What if the membership was paid in full for the current period?

Use the On Date option and select the last day of their paid period to maintain access.

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Need help? Reach out to our support team at support@hapana.com