How to Cancel a Subscription Price Band Booking

How Cancellation Works

When you cancel a subscription, you can cancel an individual Participant (if there’s more than one participant linked to the same subscription), or you can cancel the whole Subscription (cancels for all participants).

When cancelling the Whole Subscription, you have the option to cancel immediately, or at a future date (for example, if you want to apply a notice period to the cancellation).

Cancelling on a Future Date - When the final payment is made, and how it is calculated:

If a future date is set for the cancellation, your customer will pay a final payment on their usual payment day to ensure you receive payment for the full notice period.

The final payment will be calculated based on the number of days remaining in the notice period after the final payment date. This final payment is charged as a percentage of the normal monthly fee.

The cancellation takes effect at midnight (i.e. 12am) on the chosen date.

This means the participant will not be booked into any sessions running on that date, but will remain booked for all sessions up until midnight (12am) on the date chosen.

Example:

Payments are normally taken on 1st of the month.

You cancel a customer’s subscription on 23rd Jan. There is a 1 month notice period, so you select to cancel at a future date and you select 23rd Feb.

This will cancel the subscription at 12am on 23rd Feb, so the Participant will be removed from all any sessions running on or after 23rd Feb and the final payment will be made on 1st Feb for 22 days in February (calculated as 22/28 = 78.57% of normal monthly amount).

Tutorial Video

Step by Step Instructions

Step 1: Find the class or event
Log in to your Book That In account and go to the Group Overview.

Find the class or event that contains the subscription you want to cancel.

Step 2: Understand the key icons
There are two important icons to be aware of:

• The register icon, which takes you to the class register.

• The subscriptions icon, which shows a list of all subscriptions linked to the class or event.

Step 3: Check the register and price band
Open the register to see who is booked in.
If needed, switch to view all dates to confirm for which dates the participant is booked.

Step 4: Open the subscriptions list
Click the blue arrow next to your Participant and select Manage Subscription.
This opens the subscriptions list. You can also access this same page from the subscriptions icon in the group overview.

Step 5: Identify the correct subscription
If a subscription includes multiple participants, click the blue arrow to expand it.
This allows you to see the main subscriber and any additional participants linked to the same subscription.

Step 6: Understand the cancel options
You will see 3 icons on the right-hand side:

• Cancel icon at the top level, which cancels the entire subscription.

• Pause icon, which pauses the subscription.

• Client icon, which opens the client record.

When the subscription is expanded, you will also see a cancel icon next to individual participants.

This lower cancel icon removes only one participant from the subscription, not the whole subscription.

Step 7: Decide what you want to cancel

• To remove a single participant only, use the cancel icon next to that participant and confirm.

• To cancel the entire subscription, use the top-level cancel icon. This is the correct option when there is only one participant, or when the whole subscription needs to end.

Step 8: Set a future cancellation date
When cancelling the full subscription, you will see additional options.

If you have a notice period, you can choose to cancel at a future date - for example, this is useful if you want to apply a notice period to the cancellation.

To apply a notice period, switch the option to cancel at a future date to Yes, then select the required cancellation date.

Note: As a business owner, you can choose whether to apply the notice period or not, however any notice period set will be automatically applied if the customer cancels their subscription from their own login.

Step 9: Confirm the cancellation
If required, enter a refund amount.
Click Confirm to complete the cancellation.
An alert icon will appear, showing the scheduled cancellation date when you hover over it.

Step 10: Check the register
Return to the register to confirm the outcome.
You will see that the participant remains booked into sessions up to 12am on the cancellation date, but not beyond it.

Summary
Cancelling a price band subscription involves choosing the correct cancel option, deciding whether to cancel a single participant or the whole subscription, and setting a future cancellation date if a notice period applies.

Book That In will automatically handle the final payment calculation based on the notice period and subscription settings.

If you have any questions, you can contact support at support@bookthatin.com.