Academy owners, academy administrators (Professional+), and coaches can cancel or postpone lessons from Calendar. Open a session on a specific date to cancel or postpone that occurrence, or cancel an entire term lesson, private package, or camp from the same session detail panel.
By default, guardians and students receive email notification when you cancel or postpone. You can also send in-app and push notifications. On Professional+ plans with SMS enabled, opted-in guardians may receive urgent SMS for lesson cancellations and postponements.
Who can cancel or postpone lessons
Academy owners, academy administrators (Professional and Enterprise), and coaches assigned to your academy can cancel or postpone lessons. Platform admins have full access. Other roles cannot cancel or postpone lessons.
Cancel a single session
To cancel one lesson date without affecting the rest of the term or package:
- Open Calendar and select the session date
- Choose Cancel session
- Enter a cancellation reason
- Leave Notify students/guardians checked (or uncheck to skip notifications)
- Optionally check Grant a make-up session credit to enrolled students when make-up lessons are enabled in Academy Settings
- Confirm
Families receive email (and in-app/push when notifications are on) with rebook and request refund links. Make-up session credits are not issued automatically — you must opt in with the grant checkbox when make-up lessons are enabled.
See Make-up Credits and Waitlist for credit compatibility and redemption rules.
Postpone a single session
Postpone session is available for term-based group lessons only — not private lessons or camps.
To move one occurrence to a new date:
- Open Calendar and select the session date
- Choose Postpone session
- Set the new date, start time, and end time (can be outside term dates)
- Confirm
Students are notified of the new schedule. Attendance records update to the new date automatically.
Cancel an entire lesson
Use full-lesson cancellation when you want to stop all remaining sessions — not just one date. The action and make-up credit type depend on lesson type:
| Lesson type | Action label | What is cancelled |
|---|---|---|
| Group (term) | Cancel entire term lesson | All remaining sessions in the term |
| Term-bound private 1-on-1 | Cancel term lessons | All remaining sessions in the term |
| Standalone private package | Cancel entire package | All remaining sessions in the package |
| Camp instance | Cancel entire camp | All remaining camp sessions from today |
For each flow:
- Open Calendar and select a session for that lesson (or use Cancel Term from a low-enrollment alert for group lessons)
- Choose the full-cancel action for that lesson type
- Enter a reason
- Leave Notify students/guardians and send rebook link checked (or uncheck to skip)
- Optionally grant a make-up credit when make-up lessons are enabled:
- Group / term-bound private / standalone private package → term credit (full term or package re-enrollment)
- Camp → session credit
- Confirm
This cancels all associated bookings and updates attendance. Refunds are never issued automatically. When you do not grant make-up credits, students receive email with two options:
- Pick another time — link to the lesson browser with rebook parameters
- Request refund — link to the bookings page to submit a refund request
Process refund requests
When a student requests a refund after a full-lesson cancellation, a refund request is created. You receive an in-app notification and email.
Go to Bookings → Pending Refund Requests to Issue Refund or Reject each request.
Low enrollment alerts
When low enrollment alerts are enabled in Academy Settings, lessons below your minimum students for lesson threshold appear on the owner dashboard. Alerts show when a term, private package, or camp starts within the next 7 days and has not yet started.
From the alert panel you can:
- View — jump to the lesson on Calendar
- Cancel Term — cancel the entire group term lesson (group lessons only)
There is no postpone action on the low-enrollment panel. To postpone a session, open the lesson on Calendar and use Postpone session (group lessons only).
Delete vs cancel
A lesson with pending or confirmed enrollments cannot be deleted. Cancel the entire lesson (or remove enrollments first), then delete when the enrollment count is zero. See Creating group lessons, Creating private lessons, and Creating camp lessons for type-specific guidance.
Notifications
CourtSync sends transactional emails from academy.courtsync.io for:
- Lesson cancelled (single session)
- Lesson postponed
- Full lesson cancelled (with rebook/refund links when applicable)
These are transactional emails and do not require an unsubscribe link. When notifications are enabled, guardians also receive in-app and push alerts. On Professional+ with academy SMS enabled, opted-in guardians may receive SMS for urgent lesson changes.
Related guides
- Managing Bookings — confirm requests, track payment status, and process refund requests
- Make-up Credits and Waitlist — earn, grant, and redeem credits
- Creating terms and lessons — how lesson types fit together
- Coach attendance — coach-absence flows may grant make-up credits automatically when configured