Scheduling Policies

Scheduling Policies decide what happens, and what it costs, when a subject misses, moves, or cancels a session. They are found on the Subject Group form under Policies.

Where policy values come from

Each policy has a Using dropdown with three options:

Using	Values come from
Default	The studio's Default Scheduling Policies in Settings. Changing the studio default changes every group that uses it.
Organization	The policies set on the group's organization. Use this when a school negotiates its own terms that apply to all of its groups.
Subject Group	Values entered on this group. Use this for a program with its own rules, such as free underclass sessions with a no-show fee.

Each of the five policies below is set independently, so a group can inherit its no-show policy while overriding its reschedule policy.

No Show Policy

Charged when a subject does not arrive for a booked session and staff mark it as a no-show.

No Show Fee: the amount charged.
Charge Fee for Free Sessions and Charge Fee for Paid Sessions: whether the fee applies to sessions with a $0 package, sessions with a paid package, or both.

A no-show does not count as having been photographed. The subject can book again, subject to the Resit Policy below.

Reschedule / Cancellation Policy

Governs refunds and fees when a subject reschedules or cancels. Choose one refund rule:

Rule	Behavior
Refund all rescheduled or canceled sessions	The package price is always refunded, or carried to the new session on a reschedule. No fee.
Refund depends on timing	Changes made more than Hours Before Session in advance are free. Changes inside that window incur the fee described below.
Never refund rescheduled or canceled sessions	Every change incurs the fee described below, regardless of timing.

When a fee applies, it is one of:

Fee Is Session Package Cost: the studio keeps the full package price. Add-ons purchased with the session are kept as well. For a free package, the Free Session Fee is charged instead.
A flat Fee amount, charged in addition to any refund.

Charge Fee for Free Sessions and Charge Fee for Paid Sessions control which sessions the fee applies to. Staff can waive the fee on any individual session.

Resit Policy

Applies when a subject books another session after one has been completed.

Resit Fee: the amount charged for the additional session, with Charge Fee for Paid Sessions and Charge Fee for Free Sessions deciding which original sessions qualify.