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Cancel one session and all of its attendances in a single step.
Cancel one session and all of its attendances in a single step.
1. Overview
1. Overview
The Cancel Session action cancels one session and every attendance on it in one step. It can also email the people who were attending.
Only the selected session is cancelled. The rest of the Course/Program goes ahead as planned, and attendees stay enrolled.
The cancellation is started from the session itself, using the Actions menu.
Note: To cancel a whole Course/Program, use Cancel Course/Program on the Course/Program instead.
2. What Cancelling Does
2. What Cancelling Does
Using Cancel Session updates the session and all of its attendances, so they do not have to be changed one by one.
2.1. What Stays the Same
2.1. What Stays the Same
3. Before You Cancel
3. Before You Cancel
4. Cancelling a Session
4. Cancelling a Session
Watch the guided demo below to cancel a session.
You can also follow the same steps using the written guide below.
To cancel a session:
Go to Daily Operations > Sessions > All Sessions. The list of Sessions appears.
Open the session to cancel.
Click Actions, then Cancel Session. A pop-up opens with two questions.
Notify attendees via email? (No by default), leave No to send no email, or select Yes to email the attendees.
Optional: in Email template (optional), select a template. Leave it blank to send the standard cancellation email.
Click Next. A confirmation screen shows The following automations will be run:, followed by the automations to be run. Click Back to return to the pop-up if needed.
Click Confirm. The page refreshes and opens the session again.
Note: The email template is only used when Yes is selected. With No, no email is sent, even if a template is selected.
5. Checking the Cancellation
5. Checking the Cancellation
After the page refreshes, the session shows the result straight away.
To check the cancellation:
On the session, check that Status shows Cancelled and Session Cancelled is ticked.
Open the Attendances tab and check that the attendances show Canceled.
Click Actions. Cancel Session no longer appears, so the session cannot be cancelled twice.
6. Cancellation Emails
6. Cancellation Emails
When Yes is selected, each attendee whose attendance was cancelled receives one email. The email comes from your house's name and email address, and replies come back into Clevero.
6.1. Who Receives an Email
6.1. Who Receives an Email
6.2. Who Is Skipped
6.2. Who Is Skipped
6.3. The Standard Email
6.3. The Standard Email
When no template is selected, the email has the subject Cancellation of Your Session and reads:
6.4. Creating a Custom Merged Email Template
6.4. Creating a Custom Merged Email Template
To send your own cancellation email instead of the standard one, create a merged email template on the Sessions record.
Open the Sessions record settings in one of two ways:
From System Settings: go to System Settings > Records and click Sessions.
From the Sessions list: go to Daily Operations > Sessions > All Sessions. Click the three-dot menu (...) at the top right, then click Configure Record.
In the left menu, click Email Templates, then click + Merged.
Build your email, then click Save. Enter a Template Name and a Subject For Email, then click Save Template.
For full steps on building a merged template, including how to add merge tags, see Merge Template.
To use the template, open the session and click Actions > Cancel Session. Set Notify attendees via email? to Yes, then select your template in Email template (optional).
📘 Note: The template is filled in from the session, so it can include session details but not each attendee’s name. If the template can’t be sent, the standard email is sent instead.
7. Frequently Asked Questions
7. Frequently Asked Questions
Q: Does cancelling a session cancel the whole Course/Program?
A: No. Only the selected session is cancelled. To cancel a whole Course/Program, use Cancel Course/Program on the Course/Program.
Q: Will attendees lose their enrolment?
A: No. Attendees stay enrolled in the Course/Program and keep their other sessions.
Q: Do I need to cancel each attendance separately?
A: No. Cancel Session cancels every attendance on the session in the same step.
Q: Will attendees be emailed automatically?
A: No. An email is only sent if you select Yes in Notify attendees via email? (No by default).
Q: I selected an email template, but no emails were sent. Why?
A: The template is only used when Yes is selected. With No, no email is sent, even if a template is selected.
Q: Who receives the email for a member who has a Parent/Guardian?
A: If the Parent/Guardian has an email address, the email goes to the Parent/Guardian. In the standard email, they are greeted by their own name.
Q: Why didn't someone receive a cancellation email?
A: An email is not sent when:
The attendance is marked as opted out of emails.
No member is linked to the attendance.
No email address is found for the member or their Parent/Guardian.
Their attendance was already cancelled before Cancel Session was used.
The email could not be sent. The cancellation still stands, so contact that attendee another way.
If two attendees share the same email address, only one email is sent to that address.
Q: Why can't I see my email template in the list?
A: The list only shows templates built on the Sessions record.
Q: Can my own email template greet each attendee by name?
A: No. Your own template is filled in from the session, so it can include session details but not each attendee's name. To greet each person by name, leave Email template (optional) blank so the standard email is sent.
Q: Where do replies to the cancellation email go?
A: The email is sent from your house's name and email address, and replies come back into Clevero.
Q: What happens to the Course/Program's capacity?
A: It is recalculated straight after the session is cancelled.
Q: The page didn't refresh after I clicked Confirm. What should I do?
A: While the cancellation runs, the pop-up shows Waiting for the deployment to complete.... If you are not taken back to the session, click here in that message.
Q: Can I undo a cancellation?
A: There is no undo button. The session and attendance statuses can be changed back by hand, but emails that have already been sent cannot be recalled.
Q: Why is Cancel Session missing from the Actions menu?
A: The session has already been cancelled: its Status is Cancelled and Session Cancelled is ticked. If only one of the two is set, Cancel Session still shows so you can finish the cancellation.
8. Messages You May See
8. Messages You May See
If the cancellation cannot go ahead, or stops part way, a summary opens instead of the session with one of these messages.
Important: If you use Cancel Session a second time, emails are only sent to attendees whose attendance is cancelled by that second attempt. Anyone whose attendance was cancelled the first time needs to be told another way.
Note: If an email could not be sent, the cancellation itself still stands. Contact that attendee another way.
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