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Overview
Keeping members accountable for attendance is easier than ever. With this feature, Hapana can now automatically charge fees for No Shows and Late Cancellations on unlimited-credit memberships at the end of each day.
This reduces manual admin work for staff, ensures policies are enforced consistently, and provides a clearer experience for members with transparent invoices.
Prerequisites
Before you begin:
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You must have Admin access to Core.
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Navigate to Payments > Retail Configurations > Retail Settings.
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Decide your policy for No Show and Late Cancel fees (amounts and whether you want auto-charging enabled).
Enable and Configure No Show and Late Cancel Fees
1. Open Schedule Fee Settings
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Log in to Core.
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Go to Payments.
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Select Retail Configurations.
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Click Retail Settings.
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Scroll to the Schedule Fees section and select the Edit pencil icon.
2. Add a Late Cancel Fee
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Locate the Late Cancel Fee option.
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Enter the fee amount (default is $0.00).
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Save your changes.
Tip: Fees only apply when a member with an unlimited-credit membership cancels late. Pack-based memberships already deduct a credit, so no fee is required.
3. Enable Automatic Charging
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In the same Schedule Fees section, find Automatic Charge of No Show and Late Cancel Fee.
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Switch the setting On.
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Save your changes.
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When switch is On, No Show and Late Cancellation Fees for the current day will be automatically charged at the end of the following day.
Tip: The default is Off, so you can decide when to switch this on.
How Automatic Charging Works
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Processes any unpaid No Show and Late Cancellation fees from the current day at the end of the following day.
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Uses the member’s Membership Payment type to apply the fee.
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Fees are clearly labeled on invoices as “Late Cancellation” or “No Show”.
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Only applies to new dates after the feature is enabled. This means that there are no retroactive charges.
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This applies only to unlimited credit memberships.
Example: All No Show and Late Cancel fees for classes on November 1st are processed at the end of November 2nd.
How Late Cancellation Works
Late cancellation fee will apply when:
- A member is manually marked as 'Late Cancel' on the session in the Schedule.
- A member is automatically marked as late-cancel based on when they cancelled as per the cancellations policy.
Expected Outcome
Once enabled, members with unlimited-credit memberships will be automatically charged any configured No Show or Late Cancellation fees. Staff save time, invoices are clearer, and policy enforcement is consistent.
FAQ
Q: Does this affect pack-based memberships?
A: No. For packs, the penalty is the lost credit so no additional fee is applied.
Q: Can I apply this retroactively to past sessions?
A: No. The auto-charge only processes fees from the date you enable it onward.
Q: How do members see the fees?
A: Invoices will now display either “No Show Fee” or “Late Cancellation Fee” to reduce confusion.
Reach out to our support team via [email protected] if you need help.
