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Must know
  • Cancel on the Athletes tab is offered only for Active, Waitlisted and Waitlist Payment Pending rows. To cancel a Paused or Completed enrollment, use the athlete’s Programs tab.
  • Cancelling refunds nothing unless you tick Also refund this enrollment (needs the Edit Financials permission). On a payment plan you also choose Keep collecting or Stop collecting.
  • Cancelling an Active enrollment emails the family Program Cancellation only if that rule is on under Settings > Communication > Notifications. It starts off for new clubs, so check its switch there to see whether your club has it on. Waitlisted and Waitlist Payment Pending cancels send no email.
  • Only staff with the Edit Athletes permission can cancel. Everyone sees Cancel, but without the permission it fails with Failed to cancel enrollment. The row stays on the tab as Cancelled.
Where to find it. Go to Registrations > Programs, open the program, and select Athletes. Teams sits above the roster. Teams. Teams are named sub-rosters coaches use to split the program’s athletes. Staff with the Manage Program Participants permission can add a team (New team name, then Add team), Rename it, or delete it. Deleting a team moves its athletes to Unassigned; attendance and evaluations are unaffected. The roster. Select an athlete’s name to open their page for this program.
  • Columns: Athlete, Status (or Sessions in per-session programs), Age, Gender and, in Full & Drop-in programs, Enrollment Type. Status also has Registered, for athletes booked into single sessions with no enrollment.
  • Requirement columns: Levels, Achievement, Membership, Waivers, Medical and Documents (with a View button) appear only when the program requires them. Payment (Past Due, Due, Current) appears when an athlete has a recurring charge.
  • Search and filter: use Search athletes… (a first and last name together works) or the Filter button (gender, enrollment type in Full & Drop-in programs, age range, status except in per-session programs, each requirement, Clear filters).
  • Empty lists and paging: an empty program reads No athletes yet.; a search or filter with no matches reads No results. The roster shows 100 rows per page (10, 20 or 50 also work).
1

Choose Cancel

Select Cancel on the row to open Cancel enrollment?.
2

Confirm

Select Cancel enrollment. To refund money or return punches in the same step, and for the payment plan choice, see How do I cancel an enrollment and refund it in one step?.
What cancelling does. The enrollment becomes Cancelled, its recurring charge stops, and the athlete’s live session registrations for the program are cancelled. If an Active enrollment’s season has ended, only future billing stops and money owed is left alone, unless you choose Stop collecting. Cancelling an Active or Waitlist Payment Pending enrollment frees a spot. With Automatic Promotion on in the program’s waitlist settings and room available, the next waitlisted family is promoted and charged; if that fails, they have 24 hours to pay. Cancelling a Waitlisted entry frees nothing. Other places. The athlete’s Programs tab (Athletes > Directory, open the athlete) offers Cancel Enrollment for anything not yet cancelled, Re-enroll… for a cancelled enrollment while the program is active, and Remove, which deletes the record (needs Delete Athletes). Why counts differ. Each place counts something different, and waitlisted athletes never count:
  • Registrations > Programs, Enrolled column: the program’s active enrollments against its capacity (a finished program counts its completed athletes). A per-session program with a capacity shows its per-session limit instead, as [capacity]/slot.
  • A session on the Sessions tab: the higher of the program’s active enrollments and that session’s own registrations. Past sessions also count completed athletes, so they can exceed capacity.
  • Athletes > Attendance: counts attendance records (each mark), not athletes. See How do I read and export attendance analytics?.
Related: How do I pause, cancel, or remove an enrollment? · How do I automatically promote people off the waitlist? · How do I split a program’s athletes into teams? · What happens when a family registers on my club website, and where do I see it?