Sometimes plans change! With cancellation policies you can set clear terms for what happens when a learner cancels a booked course seat — and show them right where they enroll. 📋
Creating a cancellation policy
Go to Studio → Settings → Policies (you'll find Policies under the Courses section of the Settings menu).
Click New Policy.
Give your policy a Name — this is the only required field. For example, "Cancellation Policy".
Add a short Description of the policy (optional).
Write the full policy text in the text editor. You can format it with bold, italics, lists and links to make it easy to read.
Set the Status toggle to active when the policy is ready to be used.
Click Save Changes — and that's it! Your policy now appears in the Policies list, with a green dot showing it's active.
💡 You can create several policies and reuse them across courses — for example one policy for internal training and a stricter one for paid, instructor-led sessions.
Applying a cancellation policy to a course
Cancellation policies are added per course, on courses that are included in the Course Catalog:
Open the course from Studio → Courses.
Go to the Settings tab, then select the Catalog tab.
Make sure the Course Catalog toggle is enabled, so the course is included in the catalog.
Scroll down to Cancellation policy and choose your policy from the Choose cancellation policy dropdown.
Your changes are saved automatically — you'll see the "Saved" confirmation at the top of the page.
While you're in the Catalog tab, you can also choose which roles should be notified when a learner cancels their registration — handy to pair with your cancellation policy!
Why use cancellation policies?
Set clear expectations. Learners see the terms before they book, so there are no surprises if plans change.
Reduce no-shows and late cancellations. When learners know there's a deadline (and possibly a fee), they cancel in time — freeing up the seat for someone on the waiting list.
Protect your training investment. Instructor-led courses often come with fixed costs for venues, instructors and materials. A policy helps you manage late dropouts.
Keep terms consistent. Create the policy once and reuse it across all your catalog courses, instead of writing terms into each course description.
Save admin time. With the terms visible at registration, you'll spend less time answering "what happens if I can't attend?" questions.