Auto-Cancellation for Events

The Auto-Cancellation feature makes it easy for clubs to manage events that depend on a minimum number of participants, such as clinics and open plays. If an event doesn’t reach the required number of sign-ups by a set time, it will be automatically canceled, and refunds will be issued to participants.

How It Works

When creating an event (e.g., open play, clinic), admins can enable Auto-Cancellation:

  1. Create an Event as usual

  2. Enable Auto-Cancellation

    • In the Participation block toggle on Enable Auto-Cancellation.

    • Set the minimum number of participants required for the event.

      • Example: 4 participants minimum.

    • Set the Cancellation Check Time — Choose how many hours before the event the system should check registrations.

      • Example: Check 2 hours before start time.

  3. Save the Event

    • Once created, the event will display a warning for both admins and users that it may be canceled if minimum participation is not met.

What Happens if the Event is Canceled?

  • If the participant requirement is not met by the cancellation check time:

    • The event will be automatically canceled.

    • Participants who already registered and paid will receive a refund.

    • Users will no longer see the event in the schedule.

    • Admins will see it on Events & Programs page

Example

  • You create an Open Play requiring at least 4 players.

  • Auto-cancellation is set to 2 hours before start time.

  • By the check time, only 3 players have registered.

  • The system automatically cancels the event and issues refunds to those 3 players.

Key Notes

  • Admins see a warning on the event page that auto-cancellation is enabled.

  • Players also see a warning before registering, so they know the event might be canceled if it doesn’t meet the minimum sign-ups.

  • Everything else in event creation (pricing, courts, time slots) works as usual.