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Cancel from Scheduling → Calendar. First decide whether you are removing one athlete’s booking or the entire session on that date. Canceling a whole group session affects everyone booked into it.

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Cancel one athlete’s booking

  1. Open the session on the calendar and find the athlete in the participant list. You can also open the booking from the client’s profile.
  2. Open the three-dot menu next to that athlete and choose Cancel Booking.
  3. If the booking used credits, choose Cancel Without Refund or Cancel and Refund Credits in the confirmation dialog.
  4. Confirm, then check that the athlete was removed and the other participants remain.
Session details with the participant list and booking actions
Cancellation confirmation with the option to refund a booking credit

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Cancel an entire session from the calendar

  1. Open the session on the date you want to cancel.
  2. Click the red trash icon in the header to open Cancel Session.
  3. Review the date and affected participants.
  4. Review Notify participants, the recipient count, and the selected channels. The dialog offers Announcement, SMS, and In-app message. Edit the prefilled message if you need to explain the change.
  5. Click Cancel Session to confirm, or Keep Session to leave it as it is.
This cancels that occurrence. It does not delete the scheduler or close all future availability. To close other dates, block time off and separately review any bookings already made for those dates.

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Cancellation and credit refunds

Athlete self-service cancellation depends on two separate settings in the scheduler. Find cancellation permission and notice under Advanced settings, and the credit-refund toggle under Advanced settings → Booking Rules: Inside the notice window, the athlete cannot cancel through the app. They need to contact your team. It is not an automatic late-cancellation flow that lets them cancel and forfeits the credit. When staff cancel a credit booking, review the refund choice rather than assuming the scheduler’s policy has made the decision for you. Afterward, confirm the transaction in the athlete’s Credits tab. If you need to correct a balance, see Manage athlete credits.
A credit refund and a card payment refund are different actions. Canceling a booking is not confirmation that a card payment was refunded. Review the payment separately using Issue refunds.

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Recurring bookings

Use Skip for one occurrence, or remove the pattern to stop the remaining series. Check the scope before confirming: canceling an entire calendar session may affect other athletes as well. See Recurring bookings for occurrence changes and payment considerations.

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After canceling

Check the calendar, the athlete’s credit or payment record, and any notification choices you made. If you promised a replacement session, book it and verify whether a credit should be redeemed; do not deduct twice for the same service. For athletes who did not attend, use attendance tracking. A no-show does not by itself tell CoachIQ to refund a payment or credit.