Can you provide a full example?
Sure! Here’s a detailed example. Let’s make a few sample assumptions.
Example Cycling Studio (that’s you!):
holds 3 classes on a Saturday. One at 9:00 AM, one at 10:15 AM, and one at 11:30 AM.
has a 6 hour late cancelation window configured in Mindbody.
wants to penalize no shows with a $15 fee, and late cancels with a $5 fee.
wants penalties to process at 3:00 PM every day.
can’t easily fill class spots within 15 minutes of class time, so they choose to use our optional extra late cancel feature and charge $10 for anyone late canceling within 15 minutes of class time.
understands clients sometimes can’t avoid being late and wants to waive the first penalty a client incurs in any rolling 60 day period using our optional auto-forgiveness feature.
Remember that this is just a common example. We will be able to configure your account to match your studio’s cancelation policies & windows!
Onto the example:
Friday night (the night before) we scan Example Cycling Studio’s classes and find three classes on Saturday. Any class created AFTER this initial scan will be ignored by our software.
15 minutes before each class begins, at 8:45 AM, 10:00 AM, and 11:15 AM, we scan again and lock in late cancels. Anyone late canceling after this time period will be considered an extra late cancel. And of course, if they never cancel, they’ll be considered a no show.
On Sunday morning around 2:00 AM, we email a preliminary report to Example Cycling Studio’s owner summarizing late cancels & no shows from Saturday’s classes. She reviews the report and can make any adjustments as necessary - signing clients in she wants to forgive, for example.
13 hours later, on Sunday at 3:00 PM, we process penalties. This time is configurable and can be anywhere between 3:00 AM and 9:00 PM.
Any first time penalties within a rolling 60 days will be automatically forgiven.
Anyone still marked as a no show in Mindbody will be charged $15.
Anyone still marked as a late cancel in Mindbody AND recorded as an extra late cancel by our software (because they canceled within 15 minutes of class start) will be charged $10.
Anyone still marked as a late cancel in Mindbody will be charged $5.
Customers can optionally receive a product receipt or other notification that they’ve been charged.
Later that evening, around midnight, we email a final report outlining the charges that were processed (and any that failed). The owner can verify charges in her sales report.
… and this process repeats every day!
Here are some other optional features Example Cycling Studio could choose to enable:
Charging failed charges to a customer’s account balance (in lieu of handling failures manually).
Receiving a weekly report summarizing all charges.
Automatically giving a customer their class back after a charge processes.