Lesson Cancellation and Postponement

Academy owners and coaches can cancel or postpone lessons through the override system. Changes trigger automatic email notifications to affected guardians and students.

Who can initiate overrides

Only academy owners and coaches can cancel or postpone lessons. The backend enforces this via academy management access permissions.

Cancel a single occurrence

To cancel one lesson date without affecting the rest of the term:

1. Open the lesson and select the date to cancel
2. Choose Cancel occurrence
3. Enter a cancellation reason
4. Confirm

Students receive email notification. If makeup lessons are enabled, they receive session make-up credits. Students can request a refund or rebook from the email links.

Postpone a single occurrence

To move one occurrence to a new date:

1. Select the lesson date
2. Choose Postpone
3. Set the new date, start time, and end time (can be outside term dates)
4. Confirm

Students are notified of the new schedule. Attendance records update to the new date automatically.

Cancel an entire term lesson

To cancel all remaining occurrences for a group term lesson:

1. Open the lesson
2. Choose Cancel term lesson
3. Enter a reason
4. Confirm

This sets cancelled_from_date on the lesson, cancels all bookings, and updates attendance. Students receive email with two options:

• Pick another time — link to lesson browser with rebook parameters
• Request refund — link to bookings page to submit a refund request

No automatic makeup credits or refunds are issued for term cancellations — students choose their path.

Process refund requests

When a student requests a refund after a term cancellation, a refund request row is created. You receive an in-app notification and email.

Go to Bookings → Pending Refund Requests to Issue Refund or Reject each request.

Low enrollment cancellations

Lessons below your academy's minimum students for lesson threshold appear in dashboard alerts. Cancel or postpone under-enrolled lessons directly from the low enrollment alert panel before the term starts.

Email notifications

CourtSync sends transactional emails from academy.courtsync.io for:

• Lesson cancelled (single occurrence)
• Lesson postponed
• Term lesson cancelled (with rebook/refund links)

These are transactional emails and do not require an unsubscribe link.