Automated No‑Show and Late Cancellation Fees help studios consistently enforce attendance policies, reduce manual admin work, and recover revenue lost to missed bookings.
Why this matters
Manually tracking no‑shows and late cancellations can be time‑consuming and inconsistent. With automated fees, Glofox applies your attendance rules automatically saving staff time, ensuring fairness, and helping protect your revenue.
What’s included
Centralised attendance policies
A new Attendance Policy page allows you to manage all attendance rules in one place.
From here, you can:
- Create one No‑Show Fee and one Late Cancellation Fee per location
- Enable or disable each fee independently
- Set custom fee amounts that suit your business
How fee charging works
Once enabled, fees are applied automatically when a member:
- Does not attend a booked session (no‑show), or
- Cancels within your defined late‑cancellation window
Important to note:
- Fees apply in all cases, regardless of booking type
- For example, if a member books using a credit pack and late cancellations are enabled, the credit is forfeited and the fee is charged
- Studios retain control and can waive a fee before it is charged when needed
- If a member does not have a card on file when a fee is generated, the charge is created as a Flexible invoice and must be manually charged by the studio.
Waiving fees and issuing refunds
- Fees are charged 24 hours after attendance is submitted
- This gives staff time to waive a pending fee before it is processed (for example, for first‑time offenders, VIP members, or specific membership types)
- The Pending fees tab in the Late Cancellation report includes a 'Cancelled by' column with the name of the staff member who cancelled the fee, or 'Client' as well as the time and date it was cancelled.
- If a fee has already been processed, it can be refunded from the Transactions tab.
Overriding the Late Cancellation Fee
Staff can override a late cancellation at the moment a client is removed from the class list. This returns any credit and waives any applicable fee in a single action, and the booking does not appear in the Late Cancellations Report.
What's included
When the late cancel toggle is on and a client is within the late cancel window, staff see an override modal on the class list. Two options are presented:
- Standard late cancellation - the existing behavior. The fee and credit are applied as configured, and the booking appears in the Late Cancellations Report.
- Override late cancellation - the credit is returned and the fee is waived. The booking does not appear in the Late Cancellations Report.
The override intercepts the booking before it enters the report. It is not a post-hoc waive.
Permissions
A new permission controls access to the override option. It covers both fee waiving and credit return. The existing Late Cancellations Report permission is not affected.
- Default roles with access: Admin, Superadmin
When the override modal appears
The override modal only appears when all of the following conditions are true:
- The late cancel toggle is on
- The staff member has the override permission
- The feature flag is active
- The client is within the late cancel window
Integrators and members cannot trigger the override.
Apply No-show and Late Cancellation fees to Unlimited Memberships only
A setting in Attendance Policy lets you apply no show / late cancel fees to unlimited membership holders only, skipping credit-based memberships and credit packs completely.
What's included
"Apply this fee to unlimited memberships only" checkbox on each fee in Attendance Policy (applies to both No-Show and Late Cancel fees independently)
When checked: fee applies to unlimited members only; credit-based memberships and credit packs skipped automatically
When unchecked (default): fee applies to all memberships and PAYG
"Applies to" column in the Class attendance fees table updates to reflect the setting
Please note:
Existing fees without the new field default to all clients.
What happens when a client late-cancels?
The examples below apply to bookings made with a credit.
| Fee Setting | Credit-based membership or credit pack | Unlimited membership |
|---|---|---|
| Fee not configured | Credit consumed; no fee charged | No fee; no credit impact |
| Fee configured for all memberships | Credit consumed and fee charged | Fee charged; no credit impact |
| Fee configured for unlimited memberships only | Credit consumed; no fee charged | Fee charged; no credit impact |
Override Late Cancellation:
When enabled, this setting returns a consumed credit and waives any applicable fee. For unlimited memberships, it waives the fee; there is no credit to return.
Sales breakdown reporting
For easy visibility into the revenue generated by these features we have added two new tables to the Sales Breakdown tab
- No-Show Fees
- Late Cancellation Fees
These tables allow customers to:
- View total fee revenue for a selected period
- Compare performance against the previous period
- Drill down into individual transactions that make up the total
How to enable automated fees
Automated fees are disabled by default.
To enable them:
- Go to Settings
- Open the Attendance Policy page
- Add a No‑Show Fee and/or Late Cancellation Fee
- Activate the fee(s) you wish to apply
Once enabled, fees will be applied automatically based on your attendance rules.
Please note:
Classes set to 'Free Class' are exempt from these fees.
Need help?
If you have questions about attendance policies or automated fees, please contact Glofox Support for assistance.