Cancel Mariana Tek reservations without a late cancel fee

1. Open the customer's account in Mariana Tek Admin, choose Reservations in the left menu, then Upcoming Reservations.
2. Click the ellipsis next to a class, choose Cancel Reservation, then confirm with Cancel Reservation/Mark No Show; Mariana Tek shows the penalty in that dialog if one applies.
3. Click Cancel Without Fee/Mark Without Fee to waive the penalty; Mariana Tek staff whose role lacks the grace permission do not see that option and can only cancel with the penalty.
4. For a class that has already started, Mariana Tek offers only Mark as No Show, again with or without penalty, and allows edits only up to 48 hours after the class ends.
5. Add a note on the account so the next person at the desk knows why. Every reservation is a separate pop-up, and a class that is left alone turns into an automatic no-show with its penalty once the no-show window passes.

Chris is travelling 19 to 23 Oct. Cancel all his reservations that week without a late cancel fee and note why on his account.

1. 01

   Collect only the named dates

   list_customer_reservations gives the member's upcoming bookings, and the agent keeps those that start between the travel dates. Waitlist entries in that range go too, so auto-fill does not move the member into a class they cannot attend.

2. 02

   Soonest class first

   The agent cancels in start-time order, because the nearest booking is the first to start, after which Mariana Tek offers only Mark as No Show. Every call asks to waive the penalty; for bookings still outside the window Mariana Tek records a standard cancel anyway.

3. 03

   Test the role on the first call

   The first cancellation shows whether your Mariana Tek role can grace. If it comes back with a penalty, the agent halts before the rest and tells you a manager with the grace permission has to run it, instead of charging four fees in a row.

4. 04

   Leave started classes to you

   A booking whose class has begun can only be marked as a no-show. The agent lists it rather than acting, with the reminder that Mariana Tek allows the change only within 48 hours of the class end.

5. 05

   Write the reason down

   add_customer_note records the dates, the reason and which reservations were graced. The note is internal and nothing reaches the member, so the agent also drafts the reply for you to send.

Chris Lee, 19 to 23 Oct (travel):
Mon 19 Oct 7:00 Pilates Sculpt: graced cancel, no fee.
Tue 20 Oct 18:00 HIIT 45: standard cancel, outside the late cancel window.
Thu 22 Oct 7:00 Barre: waitlist position 3, removed.
Fri 23 Oct 12:00 HIIT 45: standard cancel.
Note added: "Travelling 19 to 23 Oct, late cancels graced at member's request (12 Oct)."

• Mariana Tek charges late cancel fees in an hourly task that runs about 10 minutes past the hour, so when a member late-cancels on their own the fee is charged within the hour and can only be refunded afterwards.
• A Mariana Tek late cancel window is either Interval (a fixed cutoff, such as 5 pm the day before) or Rolling (a set number of hours before class), and a studio can tie different windows to different memberships and credit packages.
• Mariana Tek penalties come in four kinds: Loss of Usage/Credit, Charge, both together, or No Fee; fee amounts can differ by location but never by class, and the fee goes to the location where the package was bought.
• A grace cancel in Mariana Tek needs a role with the can_grace_penalties permission, and the late cancel stays in the customer's reservation history even when the fee is waived or refunded.

cancel_reservation asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: How do I cancel a reservation? (Mariana Tek help) · How do I late cancel or no-show a customer without applying a penalty fee? (Mariana Tek help) · What are penalty fees? (Mariana Tek help) · What is a late cancellation window? (Mariana Tek help)

curl https://cotlet.dev/api/v1/mariana-tek/cancel_reservation \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"reservation_id":"7710401","waive_penalty":true}'

{
  "reservation_id": "7710401",
  "class_id": "418251",
  "status": "graced_cancel",
  "penalty_applied": false
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is mariana-tek_cancel_reservation. Example data.

• Book a customer into a Mariana Tek class from an email or text
• Give Mariana Tek complimentary credits to everyone in a class
• Assign a Mariana Tek substitute instructor and email the class
• Mariana Tek API and MCP server: every tool
• All use cases