Late cancel & no-show
How to handle late cancellations and no-shows, including manual fees and automated penalties.
Arketa tracks late cancellations and no-shows automatically, and you can charge fees either manually or through automated rules.
How no-shows are tracked
Any client who was enrolled in class but not checked in by the time class ends is automatically recorded as a no-show. You can see this data in Reports → Late Cancel / No-Show Report.
Manual late cancel
To mark a client as a late cancel from the check-in screen:
- Click ... next to the client
- Select Late cancel reservation
- Confirm
[IMAGE TODO] Take a screenshot showing the "..." menu expanded on a client row in the check-in screen, with the "Late cancel reservation" option highlighted.
The client is moved to the late cancel list. If you have automated penalty charging enabled, they'll be charged according to your settings. If not, you can charge them manually.
Manual no-show charge
To charge a client for a no-show:
- Go to their client profile
- Find the reservation in their history
- Use the Charge for late cancel/no-show option to apply a fee
How to charge for late cancel/no-show →
Automated late cancel & no-show fees
Rather than chasing down fees manually, you can set Arketa to automatically charge clients when they late cancel or no-show.
Go to Settings → Scheduling → Set Up Automated Late Cancel No Show to configure:
- The penalty amount
- The late cancel window (e.g., within 12 hours of class)
- Which pricing option types are subject to fees
[IMAGE TODO] Take a screenshot showing the Settings > Scheduling > Automated Late Cancel No Show configuration page, with the penalty amount, late cancel window, and pricing option type fields visible.
Cancel vs. delete vs. late cancel
| Action | Notifies client? | Returns credit? | Tracks as late cancel? |
|---|---|---|---|
| Cancel reservation | Yes | Yes (if selected) | No |
| Delete reservation | No | No | No |
| Late cancel | No | No (by default) | Yes |
Use cancel reservation when you're removing a client before the cancellation window — it's clean and notifies them. Use late cancel when they've violated your cancellation policy and you want a record of it.