Automated late cancel fees

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

1. Go to Settings → No Show/ Late Cancel Fees

2. Enable Automated late cancel fees

3. Set:

   • Fee amount — how much to charge - Which payment method — charge their card on file, deduct a credit, or both

How it works

When a client cancels after your cancellation window closes:

1. The class reservation is canceled
2. Arketa automatically charges the fee to their card on file
3. The client receives a notification about the charge
4. 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.

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.