Automated late cancel fees
Automatically charge clients a fee when they cancel after the cancellation deadline.
Automated late cancel fees charge clients automatically when they cancel a class inside your cancellation window. No manual intervention needed — when the cancellation is marked as late, the fee is collected from their card on file.
Set up automated late cancel fees
- Go to Settings → General Business Settings (or Settings → Cancellation Policy)
- Enable Automated late cancel fees
- Set:
- Fee amount — how much to charge
- Which payment method — charge their card on file, deduct a credit, or both
[IMAGE TODO] Take a screenshot showing the Settings page where automated late cancel fees are configured. Show the "Automated late cancel fees" toggle in the enabled state, with the fee amount field and payment method options visible.
How it works
When a client cancels after your cancellation window closes:
- The class reservation is canceled
- Arketa automatically charges the fee to their card on file
- The client receives a notification about the charge
- The charge appears in your payment reports
Configuring the cancellation window
The cancellation window is set in Settings → Booking Windows (or Cancellation Policy). This is the cutoff time before class — after this point, cancellations are counted as late.
[IMAGE TODO] Take a screenshot showing the Settings page for Booking Windows or Cancellation Policy, with the cancellation window time setting visible (e.g., "Cancel up to X hours before class").
Manual late cancel fees
You can also manually mark a cancellation as late and process the fee from the class roster without the automated system. This gives you more discretion for exceptions.
Exceptions and refunds
If you want to waive a late cancel fee for a client, process a refund from their payment record after the fee has been charged. See refunds.