Understanding Advanced Service Options – XODA | Help Center

Overview

Xoda provides several advanced service options that allow you to control how members book, cancel, and attend classes or sessions.

These settings help businesses manage attendance, reduce no-shows, enforce cancellation policies, and create special booking experiences such as free community events or gym open days.

Advanced service options can be configured at:

The Service Level (applies to all sessions using that service).
The Individual Session Level (overrides the service settings for a specific session)

Accessing Advanced Service Options

To configure advanced service settings:

Navigate to Settings › Profile.
Select Services.
Open an existing service or create a new one.
Locate the Advanced Service Options section.

Late Cancellation Period

The Late Cancellation Period (previously known as the Lockout Period) defines how close to a session start time a member can cancel without penalty.

Example

If the Late Cancellation Period is set to 12 hours:

Cancelling more than 12 hours before the session incurs no penalty.
Cancelling within 12 hours of the session may trigger late cancellation rules.

Why Use a Late Cancellation Period?

This setting helps:

Reduce last-minute cancellations.
Improve class attendance.
Protect trainer schedules.
Encourage member commitment.

Late Cancellation Penalty Fee

A Late Cancellation Penalty Fee can be charged when members cancel within the configured Late Cancellation Period.

How the fee is collected depends on the member's membership type.

No Show Fee

A No Show Fee can be charged when a member has a confirmed booking but does not attend the class or session.

A member is treated as a No Show when:

If the Late Cancellation Period is set to 12 hours:

The member has an active booking for the session.
The member is not marked as attended.
The session is marked as Completed.

When the session is completed, XODA identifies booked members who were not marked as attended and applies the configured no-show rules.

Example

A member is booked into a class scheduled for 6:00 PM. The member does not attend and does not cancel their booking.

When staff mark the session as Completed, the member is recorded as a No Show, and the configured No Show Fee may be applied.

Important

Before marking a session as completed, ensure all member attendance has been recorded correctly.

Once a session is marked as Completed, attendance cannot be changed unless the session is first changed back to Uncompleted. Staff can then update the attendance and mark the session as completed again.

💡 Tip: Review your No Show Fee settings regularly and ensure members are aware of your attendance and no-show policies.

Recurring Membership Plans

For members on recurring membership plans:

The penalty fee is added to the member's next scheduled payment.
The fee is collected alongside their regular membership payment.

This ensures billing remains aligned with the member's normal payment schedule.

Paid-in-Full Memberships and Packs

For members using:

Packs
Paid-in-Full Memberships

and who have a valid payment method on file:

The penalty fee is charged immediately after the late cancellation occurs.

Members Without a Payment Method

If a member does not have an online payment method configured:

Examples:

Cash-paying members
Manual payment arrangements

Xoda creates a reminder task for staff to collect the fee manually through POS using:

Cash
EFTPOS
Bank Transfer
Other supported payment methods

No Credit Refund

The No Credit Refund setting determines whether a member receives their credit back after a late cancellation.

Enabled

The member loses the credit used for the booking.

No credit is returned to the member account.

Disabled

The booking credit is refunded back to the member after cancellation.

Typical Use Case

Many gyms enable this option to discourage late cancellations and no-shows.

No Booking Period

The No Booking Period controls how close to a session start time members can make new bookings.

Once the no booking period begins, additional bookings are no longer allowed.

Example

If the No Booking Period is set to 30 minutes:

Members can book up until 30 minutes before the session starts.

Once the session is within 30 minutes of starting, bookings are automatically blocked.

Why Use a No Booking Period?

This setting helps:

Give trainers time to prepare.
Prevent last-minute disruptions.
Improve class planning.
Manage attendance expectations.

Free to Book

The Free to Book setting allows members to book a service or session without using any credits or membership entitlements.

Typical Use Cases

Open Days

Allow prospective members to attend sessions for free.

Community Events

Offer complimentary fitness classes or workshops.

Promotional Campaigns

Encourage new member participation without requiring a paid membership.

How It Works

When enabled:

No credits are deducted
No pack credits are consumed
No membership entitlements are required

Members can book the session at no cost.

Service-Level vs Session-Level Settings

Advanced options can be configured at different levels.

Service Level

Applies to every session created using that service.

Example

All Yoga classes:

12-hour late cancellation period
No credit refund
$10 late cancellation fee

Session Level

Overrides the service settings for a specific session.

Example

A special event class may:

Have no late cancellation fee
Be free to book
Have a different booking window

✅ Result: You now understand how to configure and manage:

Late Cancellation Periods
Late Cancellation Fees
Credit Refund Rules
No Booking Periods
Free-to-Book Sessions

These settings help you create flexible booking policies that support your business operations and member experience.

🌿 BEST PRACTICES

	Set realistic late cancellation periods.

	Apply penalty fees consistently.

	Use No Credit Refund to reduce no-shows.

	Configure No Booking Periods to support trainer preparation.

	Use Free to Book for promotional events and open days.

	Review settings regularly to ensure they align with business policies.

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