Studio closures

The studio is closing — a week of maintenance, a holiday, Eid. A closure handles it in one step: it blocks those days, cancels what was on them with every class going back on its package, and gives every running package the closed days back. Without it, the desk cancels each class by hand and works out everyone's new end date alone.

Closures live under Schedule → Closures in the dashboard: Add closure, pick the reason and the days, check the preview, then confirm. The page lists the closures still to come (one in progress first) and the past ones, with what each did.

The rules#

• The whole studio. A closure closes every branch at once; there is no closure for one branch.
• A reason: Maintenance or Vacation (customers read "closed for maintenance" or "closed for a holiday"). An optional note (up to 500 characters) is for your staff — customers never see it.
• The days are inclusive. 1 Aug to 14 Aug is 14 closed days, the 1st and the 14th included, in your studio's time zone. A closure is at most a year long.
• Future days only. The first day must be after today — tomorrow at the earliest. To close today, cancel today's classes from the schedule.
• No overlaps. Two closures cannot share a day; Owelz names the one in the way. Back to back is fine — one ending on the 14th, the next starting on the 15th.
• Change it only before it starts. Until its first day a closure can be edited — reason, dates, note, as long as the new start is still after today — or deleted. From its first day it is locked.

Check the preview, then save#

Before you save, the form shows what the closure will do:

• how many days are closed;
• the classes on those days that will be cancelled, with the bookings and waiting-list places in them;
• the packages that will get days back, and how many customers hold them;
• the automatic starts that will move.

The same preview appears when you edit a closure, with the numbers as they would be after the edit. If it says forty classes and you expected four, check the dates before you save.

What saving does#

Classes on those days are cancelled#

Each class still on the schedule in the closed days is cancelled by the studio, exactly as if you had cancelled it yourself:

• every booking is cancelled and the class goes back on the customer's package;
• waiting lists are cleared;
• the instructor is paid for it as for any class the studio cancels, and Analytics counts it as cancelled by the studio;
• customers are told the studio is closed and their class is back in their package — "The studio is closed 1–14 Aug for maintenance. Your class is back in your package." — and the instructor is told the class is cancelled.

Every running package gets the closed days back#

A package that is running when the studio is closed gets the closed days it covers added after the studio reopens:

A day counts if any part of it falls inside the package, so a package that started at 10:00 on the closure's first day gets that day back too. Guest passes on the package follow its new end date.

Frozen days are not given back twice. A day on which a package is frozen is already given back by the freeze when it is unfrozen, so the closure does not add it again. A customer who unfreezes on day 10 of a 14-day closure gets days 11–14 from the closure. While the studio is closed, packages cannot be frozen — the closure already gives those days back.

Packages that start later are covered too. A package bought or first booked after you save the closure, whose days reach into it, gets its closed days the moment it starts.

The package shows why its dates moved: Extended 14 days · studio closed for maintenance 1–14 Aug.

Automatic starts move past it#

A package that has not started yet and is due to start on its own on a closed day starts on the first day after the closure instead.

Customers are told#

Every customer whose package was extended, or whose automatic start moved, gets a message in the app, by push and by email with the dates, the reason and their packages' new dates. If you edit the closure, the customers whose dates changed are told again; if you delete it, the customers whose dates went back are told it is cancelled. Expiry reminders follow the new end dates.

The days are blocked#

While a closure stands, nobody can, on a closed day:

• create a class, or move a class to it;
• book — from the app, the website, the desk, as a walk-in or an invited guest, or from the waiting list;
• join a waiting list.

A repeating class skips the closed days and creates the rest. In a schedule sheet, a row dated on a closed day is shown as an error, and a weekday row skips the closed dates.

The desk's dates win#

When the desk sets a package's start and end dates by hand (Update Package Date), those dates are final. Closures that have not ended stop adjusting that package — editing or deleting them later leaves it alone. A closure created afterwards applies as usual.

Shortening or deleting a closure#

Before it starts, an edit or a deletion is worked out again exactly: package end dates and automatic starts go back to what they would have been, and customers whose dates changed are told.

Who can do it#

Closing the studio cancels classes, so it needs Schedule → Manage (roles and permissions) — and, because it closes every branch, access to every branch. An admin limited to some branches can see the closures but not change them. The owner always can.

Creating, editing and deleting a closure lands in the Activity log under studio settings, with who did it and what it changed.

What your customers see#

Customers see a banner while a closure is coming up or under way — Closed 1–14 Aug for maintenance · your packages were extended by 14 days — and each package shows its new end date and why it moved. They never see your note. See the customers app.

Next#

What decides when a package starts counting down: when a package starts →