Scheduling Policies

Scheduling Policies decide what happens, and what it costs, when a subject misses, moves, or cancels a session. They can be set at three levels, and the organization is the middle one.

The three levels

Level	Set where	Use it for
Studio default	Settings → Default Scheduling Policies	Your standard terms. Apply to everything unless overridden.
Organization	Organization → Edit → Policies	Terms negotiated with one client that should apply to all of their programs.
Subject Group	Subject Group → Edit → Policies	One program with its own rules, such as free underclass sessions with a no-show fee.

Each of the five policies has its own Using dropdown. On the organization it offers Default or Organization. Subject Groups under the organization then choose Default, Organization, or Subject Group for each policy independently.

Setting organization policies

Open the organization and click Edit.
Scroll to Policies.
For each policy you want to customize, change Using from Default to Organization and enter the values.
Click Save.

Existing Subject Groups that are set to Organization for that policy pick up the change immediately. Groups set to Default or Subject Group are unaffected.

The five policies

The policies and their options are the same at every level. For a full description of each option, the refund rules, and worked examples, see Scheduling Policies in the Subject Groups guide.

No Show Policy: fee charged when a subject does not arrive.
Reschedule / Cancellation Policy: whether and when the package price is refunded, and any fee.
Resit Policy: fees for booking an additional session after a completed one.
Reschedule Limit Policy: how many times a subject may move an appointment.
Job Booking Ends Policy: when online booking closes before a job.

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Set policies on the organization when a contract specifies them. Leave the organization on Default otherwise, so a change to your studio terms flows through without editing each client.

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