Manage Late Cancels & No Shows More Easily in Kilo GMS

We’ve updated the Late Cancel and No Show workflow in Kilo GMS to make attendance management faster, clearer, and easier for your team to manage.

This release includes:

  • Simpler fee and credit handling
  • Clearer invoice details for athletes and staff
  • Easier attendance corrections
  • Improved payroll setting explanations

These updates help reduce confusion around attendance penalties while giving your staff more control over how charges and credits are applied.

Redesigned Late Cancel & No Show Workflow

The Late Cancel and No Show modal has been redesigned so that charging a fee and deducting a credit are now treated as separate actions.

This gives your team more flexibility when handling attendance issues.

For example, you can now:

  • Charge a fee without deducting a session
  • Deduct a session without charging a fee
  • Apply both actions together

How to Use the Updated Workflow

  1. Open the Scheduling slideout
  2. Select the athlete’s attendance row
  3. Choose Late Cancel or No Show
  4. Select the actions you want to apply:
    • Charge a fee
    • Deduct a credit
  5. Confirm the update
Separate modal toggles
Charge Fee On. Deduct Credit Off.
Charge Fee now.
Charge Fee on later date.

Review Your Late Cancel & No Show Fees

The previous “Cancellation / No Show Tax Rate” setting has been removed.

Late cancel and no show fees are now managed more clearly using direct fee amounts in Gym Settings.

Action Required

If you previously configured cancellation or no show tax settings:

  1. Navigate to Gym Settings
  2. Review your Late Cancel and No Show fee amounts
  3. Confirm they match your intended pricing

This helps ensure fees continue processing correctly after the update.

The 4 Possible Combinations

Combination Charge Fee Deduct Credit Result
Status only No No Only records the status — no financial impact
Deduct credit only No Yes Deducts session credit, no invoice generated
Charge fee only Yes No Generates invoice, credit is not deducted
Both Yes Yes Deducts credit and generates invoice

Late Cancel & No Show Invoices Now Include Event Details

Invoices generated from late cancels and no shows now include more detailed event information to make billing easier to understand.

Invoices will now display:

  • Event name
  • Class or appointment date
  • Event time

This makes it much easier to:

  • Answer athlete billing questions
  • Audit charges
  • Review attendance-related fees without cross-checking the schedule

Where to View the New Details

You can find this information in:

  • Athlete billing history
  • Invoice details
  • Invoice reports and exports

All future late cancel and no show charges will automatically include this event context.

Important Note When Deleting Classes or Appointments

If a class or appointment is deleted after an athlete has been marked with a Late Cancel or No Show that includes a pending fee, the invoice will still be generated.

To help prevent accidental billing confusion, Kilo now displays a warning message before deletion:

“Important: A late cancellation fee applies. An invoice will still be generated and linked to this class after deletion.”

This helps staff understand that deleting the event does not automatically remove associated late cancel or no show charges.

Before deleting a class or appointment:

  • Review any athlete attendance statuses
  • Check for pending late cancel or no show fees
  • Remove or adjust attendance statuses first if the fee should not be charged

This helps keep athlete billing accurate and prevents unexpected invoices.

Mark Late Cancels & No Shows from the Athlete Profile

Staff can now manage attendance issues directly from the athlete profile.

This means you no longer need to navigate back to the schedule to update attendance statuses.

How to Use It

  1. Open the Athlete Profile
  2. Navigate to the Attendance tab
  3. Select the attendance record
  4. Mark the athlete as:
    • Late Cancel
    • No Show

The same fee and credit options available in Scheduling will also appear here.

This is especially helpful when:

  • Correcting attendance records retroactively
  • Managing missed sessions quickly
  • Handling athlete billing questions from the profile view

Review Payroll Settings for Late Cancels & No Shows

The Pay Rate settings for:

  • Include Late Cancels
  • Include No Shows

now include clearer helper text explaining exactly how each setting affects payroll calculations.

Clarity when assigning rates

Recommended Action

Review your Pay Rate configurations to ensure your settings match your gym’s payroll policies.

This is a good opportunity to confirm:

  • Whether coaches should be paid for late cancels
  • Whether no shows should count toward payroll
  • That your payroll behavior aligns with your staff expectations

If you have any questions about the cancellation and no shows, our team is always happy to help! Email Support at hello@usekilo.com.