Class & appointment no show fees cannot be automated in Zen Planner, but you can set up a simple process to generate a report of missed reservations that you can use to charge people as needed.
1. Build a 'No Show' Report
A simple attendance report filtered to only show missed reservations can be a great tool to quickly identify a list of people you need to charge. To cut down on the time you spend on this task, you may want to set up a report that you run on the first day of each week that shows all missed reservations for the previous week so you can take care of all the no shows at once.
Here is an example of how to build this type of report or click this link to see a short video on how to build the report:
- Click on the search icon, then choose 'New Report'
- Choose 'Attendance' as the report type
- Set up the criteria like this:
- Remember to refresh the report (grey button above) then 'Save Report'
- Give the report an intuitive name (like 'No Shows Last Week') & drop it into a saved report category
If you want to run this report more or less often, adjust the bottom 'Date' criteria to fit your needs.
2. Create an Email Automation to Notify the Client
Create an 'Attendance' type automation & document template that notifies the client and you that a no show fee has been racked up.
Click here to see a short video of how to build the automation & template or follow this walk through:
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Add an Automation - Attendance
Reserved - Yes
Attended- No
Send Message- 1 : hour(s) : after : class start time
Choose a Message Template - <<Create a New Template>>
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Give your new automation an intuitive name (like 'Reservation No Show Email') and add it to a category (like 'Billing'), then save it.
After you click save you will be taken directly to the blank document template where you can compose your email. Here is sample text for a customer facing message you can use as a starting point for crafting your own message. Data tags are included to make editing easier, but you will need to add your own fee amount & cancelation window (bold X's):
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SUBJECT: {SchoolName} - No Show Fee
MESSAGE:
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The 'To:' field should be {PrimaryEmail}
If you want to receive a copy of this email when it's sent to your client, make sure to put the {SchoolEmail} tag in the 'CC' or 'BCC' fields as well.
3. Adding a One Time Bill to a Client to Charge the No Show Fee
Click here to watch a short video that will show you how to run your report, navigate to the profile of the person who no showed, then adding & paying their no show fee bill: