The most effective way to cut cancellations and no-shows combines three things: a clear cancellation policy the system enforces, a waiting list that refills freed spots, and a reminder before class. Here are seven practical ways to do it.
1. Set a cancellation policy and let the system enforce it
Decide how many hours before class students may cancel and get the entry back, and put it in your terms. In Medidate you set the minimum hours before a refund in the settings, and a student who cancels later does not get the entry back, without you having to explain it every time.
2. Decide who approves refunds
You can turn off self-refund. Then a student who wants to cancel sends a cancellation request, you get an email and a notification, and you decide whether to approve. This is especially useful for small or high-priced classes, where every cancellation shows.
3. Turn on the waiting list
A full class is your best opportunity. When a spot opens, people on the waiting list are notified and can grab it from the app. You can also move a student from the list into the class yourself.
4. Send a reminder before class
Many no-shows are simply forgetting. The class reminder automation sends booked students an email and push reminder before class, giving them a chance to cancel in time and free the spot for someone waiting.
5. Pre-book your regulars
A student who comes to the same class every week should not have to book every time. Mark them as a regular, and with auto-booking for recurring classes they are booked and punched in advance. Their spot is kept, and you know ahead how many will come.
6. Set minimum attendees
For a class that is not worth running with only a few people, set a required minimum number of attendees. If you do cancel a class, the class-cancelled automation updates booked students by email and push.
7. Follow up on students who stopped coming
Repeated no-shows are sometimes the first sign a student is about to leave. The inactivity automation messages a student who has not come for a set period, and on the students page you can filter active and inactive students, and those with no active plan, and reach out with an offer.
In short
You do not need all seven on day one. Start with a cancellation policy and a waiting list, add a class reminder, and check after a month how many spots were refilled. All of these settings are included in the subscription, with no add-ons.
How to set them up: booking and cancellation policy and managing students and classes. All features: Medidate features.