Navigate to Activity > Calendar > select the Lesson and select the Cancel button. This will open the ‘Cancel Lesson’ panel, from where you can add in a reason for the cancellation if you wish.

An example of a cancelled Lesson.

Cancelled Lessons will still be searchable in the Lesson list and will appear on the Job it’s attached to. They can also still be edited and marked as ‘Complete’. Invoices and Payment Orders will not regenerate for Lessons that have been cancelled. If Credit Requests were used to prepay for the Lesson, they will still remain attached to the cancelled Lesson and will remain marked as ‘paid’.

Where a Client cancels a booking themselves, the Student is taken off that Lesson and the space is released, so the slot stays open for someone else to book. You can read more about bookable Lessons here.

If the Client is cancelling inside your late cancellation window, they see a ‘Late cancellation’ warning before anything happens. It tells them how much notice your business requires and that they will be charged for the Lesson, and gives them Keep booking and Cancel booking buttons so the chargeable cancellation is never a surprise. Cancelling with more notice than that shows the usual confirmation instead.

Navigate to Activity > Calendar > select the Lesson and click the downwards arrow next to the Cancel button - the ‘Cancel but still charge’ option will appear in the dropdown - select this to mark the Lesson as ‘Cancelled but Chargeable’.

Marking a Lesson as cancelled but still chargeable.

Lessons that are marked as ‘Cancelled but chargeable’ will still be searchable in the Lesson list and will appear on the Job it’s attached to. They can also still be edited, repeated and marked as ‘Complete’ or ‘Cancelled’. Invoices and Payment Orders will not regenerate for Lessons that have been cancelled. If Credit Requests were used to prepay for the Lesson, they will still remain attached to the cancelled Lesson and will remain marked as ‘paid’.

You can set the amount of notice (in hours) a Client has to give before cancelling a Lesson via the ‘Lesson late cancellation notice’ number field found via System > Settings > People and Activity > Clients Booking Lessons & Tutors. If they give less notice than the value set here, then their Lesson will be liable to be ‘cancelled but still chargeable’, and they will see the ‘Late cancellation’ warning described above before it goes through.

The ‘Lesson late cancellation notice’ field within the Clients Booking Lessons & Tutors settings panel.

Only Clients can cancel booked Lessons - Students cannot cancel Lessons within TutorCruncher.

Only Lessons that have been marked as ‘Complete’ will automatically be Invoiced for if you have Auto Invoice enabled under System > Settings > Accounting > General.

Yes, where the Client cancels their own booking. The Student comes off the Lesson and the space is returned, so another Client can book it. You can read about available spaces here.