Late Cancel Automation

The Pipeline Solutions Late Cancel Automation was designed to save you time and to hold your members accountable to their bookings — both of which are very important as you grow and scale your studio.

‍

The features of the Late Cancel Automation include:

• Customizing your fees to charge more for no shows vs. late cancels
• You can let the first one slide — set a forgiveness window for first offences
• Automated error reporting means you'll know which charges couldn't be processed

‍

How the Late Cancel Automation works:

• Each evening you (and any other recipients that you would like to include) will receive a report detailing all of your studio's late cancels and no shows for the day
• Here is an example of what the Late Cancel Report looks like:
  
  Hi F45 Angel Grove Team,
  
  ‍Late cancels for TODAY:
  ‍‍
• Allison Roberts
  Late Cancel | Cardio
  Class Time: 2023-06-28T06:30:00
  Service Name: Unlimited Monthly
  Visa
  Forgiveables Remaining: 0
  ‍
  
  Late cancels CHARGE ERRORS for YESTERDAY:
  
  
• Scott Osborne | Late Cancel | Cardio |
  Unlimited Monthly
  Class Time: Mon Jun 26 2023 06:30:00|
  MasterCard |
  ‍Error: Credit card expired.
  
  ‍Best,
  -Your Pipeline Solutions Team
  
  ‍

• You can specify the time that you would like to receive your Late Cancel report when you complete the Pipeline Solutions onboarding form, we recommend that the report be sent at least 1 hour after your last scheduled class of the day to ensure that all clients are accounted for in the class attendance
• Your team has 24 hours to make any adjustments in Mindbody — if you notice that the report shows clients that were in attendance but missed being signed in or if a client was erroneously labelled as a late cancel, or if you have any other policy that would exempt a client from incurring a charge, then simply head into the class list in Mindbody and "Early Cancel" or "Undo Late Cancel" for that client
• The time that your Late Cancel report runs is also the same time that your charges are auto-processed from the previous day. For example, if you would like your Late Cancel Report to run at 8pm local time, then that's also when the charges will be auto-processed for late cancels/no shows from the previous day
• The Late Cancel Automation runs for all scheduled classes
  ‍
  ‍

To access your Late Cancel Automation settings:

• Login to the Pipeline Solutions portal
• Click on Settings at the top of the menu on the left side of the screen
• You should now see this screen
  ‍

‍

• From here you can edit your Studio Information (Studio Name, City, State, and Time Zone)
• If you would like to turn the Late Cancel Automation off, toggle the "Late Cancel" switch to off, it will appear grey
• If you would like to run the Late Cancel Automation reports only, and not not have charges by auto-processed, then toggle off "Late Cancel Charge"
• You can add studio team members as report recipients by scrolling down to Automation Report Recipients, entering an email address and clicking "+ Add" — only one email address can be added at a time
• To select which service options you would like to incur late cancel/no show fees, navigate to Products in the menu on the left side of the screen and toggle the "Chargeable" switch accordingly

‍

‍

• A running list of your late cancel charges can be found by navigating to Late Cancels in the menu on the left side of the screen

If further assistance is needed, please reach out to us at support@pipeline-solutions.co and we will get back to you as soon as possible.