Reschedule & Cancellation

The reschedule feature lets participants of a paid activity switch the activity they registered for to another activity from the same host, while receiving a voucher for any price difference. Hosts can set this up in Advanced Settings by defining a reschedule cutoff in hours before the activity starts, and a voucher validity period in days.

• •The reschedule feature can only be enabled for paid activities. Free activities can't use this feature.
• •Enable this feature through Advanced Settings when you create or edit an activity by turning on the 'Allow Rescheduling' option.
• •Set the reschedule cutoff in hours before the activity starts. If it's not set, participants can reschedule up until the activity starts.
• •Once the cutoff you set has passed, participants can no longer reschedule. For example: if your cutoff is 24 hours, participants can only reschedule up to 24 hours before the activity starts.
• •You can set the Reschedule Voucher validity period in days. If it's not set, the voucher is valid for 30 days.
• •Every Reschedule Voucher lists the original activity's name, its date and time, and its original price, so participants can easily recognize where the voucher came from.
• •Participants can only reschedule once for the same activity. They can't use a Reschedule Voucher to reschedule again.
• •Participants who joined through an unlimited package can't reschedule. Only participants with a limited-capacity package or those using a Reschedule Voucher can reschedule.
• •Once a participant's reschedule succeeds, they automatically leave the original activity and are taken straight to your list of other activities to pick a new one.

The Auto-Cancel feature makes sure your activity gets canceled if it hasn't reached the minimum number of participants by the check time you set. The system only checks once, exactly at the deadline you configure. If the activity is paid, participants automatically get a refund in the form of a pass or KUYY Balance.

• •Enabling: turn on the Auto-Cancel option under Advanced Settings when you create or edit an activity.
• •Configuring: once the feature is on, you must fill in two things — Minimum Number of Participants (a number) and Deadline (how many hours before the activity starts the system will check).
• •The Minimum Number of Participants already includes you as the host. The system counts participants who have joined and are confirmed, as well as those who have checked in.
• •The check time is calculated from the activity start time minus the deadline you set. For example: if the deadline is 6 hours and the activity starts at 18:00, the system will check at 12:00.
• •The activity is canceled automatically if, at the check time, the number of participants is still below the minimum, the activity is still scheduled, and it hasn't been checked before.
• •When canceled: the activity status changes to Canceled, and for paid activities the system automatically prepares a refund (by default in the form of a pass for another activity).
• •The check is only done once. After the check — whether the activity ends up canceled or not — the system will not check again even if the number of participants changes later.
• •You'll get a notification if your activity is automatically canceled because it didn't meet the minimum number of participants.
• •Note about other features: the Request to Join approval option and Waitlist can't be turned on at the same time. You can use Auto-Cancel freely, regardless of which other features are active.

As a host, you can cancel an activity at any time while it's still scheduled, and choose one of four ways to refund participants: refund to balance, convert to a pass, no refund, or an amount you set yourself. The system checks that your balance is sufficient before processing refunds. For recurring activities, you can cancel just a specific schedule or the entire series at once. You can also remove individual participants from an activity and choose how to refund each of them.

• •You can cancel an activity and choose how to refund participants' fees: refund to balance, convert to a pass, no refund, or a refund amount you set yourself. For recurring activities, you can also choose to apply the cancellation to the entire schedule at once.
• •Cancellation is only possible while the activity is still scheduled. An activity that has already ended or been cancelled can't be cancelled again.
• •If the activity is paid and you choose no refund, your balance doesn't change. If you choose to refund the fees, refunds to all participants are processed automatically about 1 minute after the cancellation.
• •For an activity that is part of a recurring schedule, you can choose to cancel just this activity, or deactivate the schedule and cancel all activities from that schedule at once.
• •There are three ways to refund participants: (1) Refund to balance, if you're eligible to withdraw funds early; (2) Convert to a pass, where you still receive the money to your balance and the participant gets a pass to reschedule; or (3) No refund, where you still receive the money and the participant gets no refund.
• •A direct refund to the participant's balance is only possible if you're eligible to withdraw funds early — for example, your account has been approved for it, the activity qualifies for direct payment, or you have a premium subscription.
• •You can set the refund amount for each participant yourself, so the amount can differ from the full fee.
• •Before a refund is processed, the system checks whether your balance is enough to cover the total refunds. If your balance is insufficient, the refund can't be processed and you'll need to top up your balance first.