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Summer preparation guidance - Managing your closures and timetable adjustments over holidays

As summer approaches, your timetable may shift, session dates might change, customers may come and go, and prices might need updating. This article goes through some key steps to ensure your summer activities, billing, and admin run smoothly

If you’re excluding a full month

If you're not running any classes in a month (e.g. closed in August) but want members to automatically renew into the next active month (e.g. September), ensure the billing setting ‘Renew participants between schedules’ is enabled.


Billing settings are found in Product management > Products > Billing and renewal.

If you still wish to charge customers even during a closure month, we recommend simply sending a one-off payment request, as there will be no sessions for the auto-renewal scheduler to bill for otherwise. Find further information on one-off payments here.

Note: If you charge a fixed monthly price, you do not need to take any action. Exclusions will not impact on the fixed billing amount.

If any attendees haven’t renewed and you’re not sure why, take a look at our troubleshooting article here.

 

Fixed length schedules: ending one, starting another

If you run block or term-based schedules, and a new schedule is starting after the summer:

  1. Ensure the new schedule is created in advance
  2. Ensure the finishing schedule has the correct end date.
  3. If attendees are due to carry over in the register, move them over before the new schedule classes.

You can find more guidance on moving attendees between classes here.

 

Contacts: general housekeeping

Summer can be a great time to tidy up your contacts list, including marking any members that have left your organisation as inactive.