Enrolment Cancellation Settings

Overview

Enrolment Cancellation Settings control whether and when learners can cancel their own event enrolments. You can configure this per session, choosing between allowing cancellations freely, disallowing them entirely, or setting a deadline after which cancellations are blocked.

This flexibility helps you balance learner convenience with the need to manage attendance commitments, especially for events with limited capacity or significant preparation requirements.

Pre-requisites

Before configuring cancellation settings:

• You must have permission to edit the event session

• The event must have at least one session

Role Requirements

Quick Start Guide

1. Navigate to Manage → Events in the sidebar

2. Edit the event and navigate to the session settings

3. Find the Enrolment Cancellation setting

4. Choose your cancellation policy:

   • Allowed – Learners can cancel anytime

   • Disallowed – Learners cannot cancel

   • Allowed with deadline – Learners can cancel until X days before

5. If using a deadline, set the number of days

6. Save your changes

Cancellation Options

Option 1: Allowed

Setting: Cancellations allowed

Behaviour:

• Learners can cancel their enrolment at any time before the session starts

• No restrictions on when they cancel

• Ideal for optional events or events with flexible attendance

Best for:

• Social or optional events

• Events with ample capacity

• Situations where last-minute changes are acceptable

Option 2: Disallowed

Setting: Cancellations not allowed

Behaviour:

• Learners cannot cancel their own enrolment

• They must contact an administrator to be unenrolled

• The "Cancel enrolment" option is not visible to learners

Best for:

• Mandatory training sessions

• High-commitment events

• Events with external costs or vendor bookings

• Compliance training where attendance is required

Option 3: Allowed with Deadline

Setting: Cancellations allowed until X days before

Behaviour:

• Learners can cancel freely until the deadline

• After the deadline passes, the cancel option disappears

• Administrators can still unenrol learners after the deadline

Example: If set to 3 days before, and the session is on Friday:

• Learners can cancel until Tuesday

• From Wednesday onwards, they cannot self-cancel

Best for:

• Events requiring preparation (materials, catering)

• Limited capacity events where waitlist management matters

• External training with booking commitments

• Balancing flexibility with commitment

Configuring Cancellation Settings

For New Sessions

When creating a new session:

1. Fill in the session details (date, time, location)

2. Scroll to the Enrolment Settings section

3. Find Enrolment Cancellation

4. Select your preferred option

5. If using a deadline, enter the number of days

6. Complete the session creation

For Existing Sessions

To update cancellation settings on an existing session:

1. Navigate to Manage → Events in the sidebar

2. Click on the event

3. Find the session you want to update

4. Click to edit the session

5. Locate Enrolment Cancellation

6. Change the setting as needed

7. Save your changes

💡 Tip: Changes to cancellation settings take effect immediately. If you change from "Allowed" to "Disallowed", enrolled learners will no longer see the cancel option.

Setting the Cancellation Deadline

When using "Allowed with deadline":

1. Select Allowed with deadline

2. Enter the number of days before the session

3. The deadline is calculated from the session start date

How the Deadline Works

The deadline is based on the session start date, not the event date (if they differ).

Impact on Learners

When Cancellation is Allowed

Learners see:

• A Cancel enrolment button on the session

• Clear messaging about cancellation

• Confirmation prompt before cancelling

When Cancellation is Disallowed

Learners see:

• No cancel option

• They may see messaging explaining cancellation isn't available

• They need to contact an administrator to be removed

When Deadline Has Passed

Learners see:

• The cancel option disappears after the deadline

• They may see messaging that the cancellation window has closed

• Contact information for administrator assistance

Waitlist Implications

Cancellation settings interact with waitlists:

When Cancellations Are Allowed

• Cancelled spots can be filled from the waitlist

• Waitlisted learners may be automatically enrolled

• The process happens promptly after cancellation

When Cancellations Are Disallowed or Past Deadline

• Spots don't open up from self-cancellations

• Administrators can still unenrol learners manually

• Waitlist filling only happens on admin-initiated unenrolments

💡 Tip: If you have a waitlist, consider allowing cancellations (perhaps with a deadline) so spots can be filled by waiting learners.

All Sessions vs Selected Sessions Events

For "All Sessions" Events

When learners enrol in all sessions at once:

• Cancellation settings apply to the event as a whole

• Cancelling removes them from all sessions

• The deadline is typically based on the first session date

For "Selected Sessions" Events

When learners choose specific sessions:

• Each session can have different cancellation settings

• Learners cancel individual session enrolments

• Deadlines are per-session

Administrator Actions

Administrators can always manage enrolments regardless of cancellation settings:

To unenrol a learner as an administrator:

1. Navigate to the event

2. View the enrolments for the session

3. Find the learner

4. Click Unenrol or use the action menu

5. Confirm the unenrolment

Notifications

When a Learner Cancels

• The learner receives confirmation of their cancellation

• Calendar invites are cancelled automatically

• Administrators may receive notification (depending on settings)

• Waitlisted learners may receive enrolment confirmation if they're moved up

Cancellation Declined

If a learner tries to cancel when it's not allowed, they see an appropriate message explaining why they cannot cancel.

Best Practices

Choosing the Right Setting

Communication

• Clearly state the cancellation policy in the event description

• Remind learners of deadlines in pre-event communications

• Provide contact information for exception requests

Consistency

• Use consistent policies for similar event types

• Document your organisation's standard settings

• Train event creators on appropriate settings

Troubleshooting