Policies Demo Video Here

When clients log in after a session to book a retake or resit, they will be prompted to provide a reason for the resit. You can configure these reasons and also determine if you would like these clients to be billed for the retake.

Under Settings / Resit Reasons you can add these and select Bill or not. Below is a sample set of Reasons:

Once set up, you can apply these charges Globally across the company under Settings / Policies:

• Charge Resit Fee for Free Sessions - Do you want this to apply for no charge sessions.
• Charge Resit Fee for Paid Sessions - Do you want this to apply for paid sessions.
• Free Package Resits Available - Can subjects schedule another free session as a resit or are you requiring them to upgrade to a paid session if they try to schedule a retake.
• Resit Fee - The additional fee that will be charged for a resit.
• Free Package Resit Cost - If you allow free sessions to schedule resits, this fee will be applied if they schedule that “free” resit.
• In the case above, Subjects scheduling a resit on a Free Session will be charged $25.00. If they schedule a resit on a paid session, they will need to pay the session fee again but not be charged a Resit Fee (Resit Fee - 0.00)

When a client schedules a resit on a paid session, the system does not charge again for the session, it only applies the Resit Fee.

Once applied at this level, these fees can be applied individually at the Organization and Subject Group Level to customize this for individual client groups.

Best Practice / Use Case:

Performance stats from 2024 for our testing Studio, Stuart-Rodgers Photography, which used Airstudio to manage bookings for 21 high schools and 8,022 students are below. Their configuration included an automatic $25 fee for cancellations, no-shows, or changes made within 48 hours of a scheduled appointment.

Airstudio impacted their results in 2024:

• Improved Booking Efficiency: Thanks to our scheduling system and automated reminders, Stuart-Rodgers saw a significant increase in the number of students photographed across all schools. Some saw participation rise by 10%. Overall, 84% (6,727) of students who were required to book an appointment completed their sessions.

• Revenue Protection from No-Shows and Late Changes: They collected $15,225 in fees from cancellations, no-shows, and reschedules—helping to ensure studio time and resources were protected:

  • $1,800 from cancellation fees
  • $5,650 from no-shows
  • $7,775 from reschedules

  For total 2024 billings of $15,225 for these items!

No Show & Reschedule Cancellation Policies