TeamUp lets you control how far in advance members have to cancel registrations, and how long open class spots remain reserved for people on the waiting list.
To give you even more control, TeamUp lets you set a Nightly Blackout Period for waiting list spot expiration and cancellation time limits.
What is a nightly blackout period?
A nightly blackout period is time that does not count towards waitlist spot expirations or cancellation time limits.
Why would I use a nightly blackout period?
Some businesses like to set waiting list expiration times and cancellation cutoff limits low to accommodate members' busy and uncertain schedules.
If a class is at 5 pm, it's likely that if someone cancels at 3:45 pm someone else on the waiting list will be around to take the spot. However, it's much less likely that someone will claim an open spot in a morning class that becomes available to the waiting list overnight.
The blackout period effectively lets you set different cancellation limits for morning and evening classes by blocking nighttime hours. Let's take a look at how the blackout period affects cancellation cut-offs and waitlists:
How are cancellation cut-offs affected by nightly blackouts?
If the cancellation cutoff doesn’t fall in the blackout period, it’s unaffected by the blackout period entirely.Example:
Your cancellation time limit is 3 hours, so customers have until 3 hours before the session's start time to cancel their registration without penalty.
Your nightly blackout period is from 11 pm-7 am.
Class starts at 5 pm, so customers would need to cancel before 2 pm that day.
On the other hand, if the cancellation period does fall within the blackout period, the blackout hours are added to the cancelation period.
Example:
Your cancellation time limit is 3 hours, so customers have until 3 hours before the session's start time to cancel their registration without penalty.
Your nightly blackout period is from 11 pm-7 am.
Class starts at 8 am, so the cancellation cutoff time would fall within the blackout period. Therefore, 8 hours are added to the cancellation period: cancellations must occur before 9 pm the night before (the cancellation cutoff hours are calculated excluding the blackout hours: 9 pm-11 pm and 7 am-8 am are the 3 "non-blackout" hours).
How are waitlists affected by nightly blackouts?
Waiting list spots will not expire during the blackout period.
Example:
Your nightly blackout period is from 11 pm-7 am. Someone unregisters from class at 12 am, and the first person on the waitlist gets offered the spot.
If they're within the automatic registration period, they will be automatically added to the class. If they are not, the reserved time in the waitlist settings (see screenshot below) won't start until the nightly blackout ends at 7 am, so they would have until 7:30 am to accept their spot.
Can people still cancel registrations and register for sessions during nightly blackouts?
Yes. The blackout affects time limits for waitlist spot expiration and registration cancellations only. Customers can still register and unregister from sessions, and do everything else they've always been able to do.
How do I set my Nighty Blackout Period?
Go to Settings >> Registration >> Nightly Blackout >> click 'Edit'.
Select 'Use nightly blackout'.
Set your start and end times and click 'Save'.
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