Edit or cancel a session

Change time, instructor or room for one session, this and following, or the whole series. Cancel one session, or this and all future sessions to end the series.

ForOwnerManager

Click on the session

Open the Schedule page (Day / Week / Month / List view) and click the session you want to edit.

Choose the scope

For recurring sessions, pick This session only, This and all future sessions, or All sessions in this series. The dialog shows live "affects N sessions, M bookings" hints, and the Save button label updates to match ("Apply to 12 sessions").

Edit time, instructor, or room

Change start time and the end time follows automatically (Google Calendar–style). Use the Instructor picker to assign a substitute. The dialog warns in amber if the new instructor is already teaching at the same time, in red if the room conflicts.

Notify members

When the change touches date, time, or instructor, the "Email confirmed members" checkbox appears (default ON). Uncheck for silent fixes — typo corrections or data cleanups.

Cancel with a reason

Click Cancel session. The confirm row has an optional Reason field ("Instructor sick", "Snow day"). The reason saves with the session and shows on the cancelled tile so the next person knows what happened.

End a series

When the session repeats, the same confirm offers "This and all future sessions". Choosing it lists what it cancels: how many sessions and through which date, and how many bookings. The button becomes "Cancel 6 sessions". Sessions before the one you opened stay on the schedule, and no new dates are added after it.

Limits

• Cancel has no "all sessions in the series" choice, because sessions already held are never cancelled. To cancel everything that is left, start from the earliest upcoming session.
• Cancelling sessions one at a time, or with Select multiple, does not end a series that repeats with no end date. New dates keep being added. Use "This and all future sessions" to end it.
• Instructors cancelling from the instructor portal cancel one session at a time.

Tips

• Cancelling refunds credits / pass uses to booked members automatically. The notify-members opt-out applies to cancel as well.
• A member who paid for the class by card is refunded to that card when you cancel it, whoever presses the button (you called the class off, so this does not need the Issue Refunds permission). The confirm says how many paid by card and how much goes back, the result says "Refunded $70.00 to 2 cards", and their cancellation email says "$35.00 refunded to your card".
• If a card refund does not go through (most often the Stripe balance is lower than the refund), the class is still cancelled and the refund is kept until it is done: the result says "$35.00 was not refunded", your dashboard shows "1 class refund did not go through", and the top of Payments lists it under "Class refunds to finish" with a "Refund $35.00" button.
• A member whose card refund did not go through gets the cancellation email without the refund line.
• After you cancel, the confirmation says how many members were emailed and names anyone who could not be reached (for example "Notified 12, 2 could not be emailed"), so you can contact them yourself.
• Day-of-week changes still need to be handled differently — open the next upcoming session, change the date to the correct day of the week, choose "This and all future sessions", and save.
• For ad-hoc batches that aren't a recurrence series, use Bulk edit on Upcoming Sessions instead.
• Studio Closures (Settings → Closures) automatically fills the reason as "Studio closed: [your label]" for every session it cancels.
• Sessions are color-coded: Blue = open, Amber = full, Violet = private, Teal = room booking, Gray = cancelled.
• The Schedule opens on today. If nothing is coming up in that view yet (your first class is next week, say), it opens on the day, week or month of your next session instead. Any empty period shows "Next session: Sun, Oct 4" — one tap takes you there.
• List view shows upcoming sessions four weeks at a time, starting from the day you are on. Weeks run Sunday to Saturday everywhere in Klasly — the Schedule, the booking widget, and the instructor portal. On a phone, Week shows the week as a day-by-day list.