Cancel a Momence class and notify students

1. Open Classes > Schedule, find the class, open the dropdown on its right and choose cancel. Delete is the wrong choice here: it removes the class from the customer schedule instead of showing it as cancelled.
2. In the cancel pop-up, type the optional note. Momence puts it wherever {{noteToCustomers}} appears in your Class Cancellation template, which you edit under Studio Setup > Email Templates.
3. The {{refundNotice}} line in the Momence cancellation email tells pack holders the class went back on their package and other payers that it was credited to their Momence account. A drop-in customer who wants money back needs a separate refund: Customers > Customer List, open the profile, Activity > Payments, the dropdown on the payment, Refund.
4. To offer the Sunday class or a later slot, message the booked customers from Home > Inbox or from the dropdown next to each name on the class details page.
5. Every refund and every personal message is one more profile to open. The card drop-in who expected money, not account credit, is the easiest one to miss.

Maya is sick. Cancel Saturday's 7am Sunrise Flow, refund anyone who paid a drop-in by card, and text everyone who was booked or waitlisted that the 9am still has spots. Show me the list before you refund or send anything.

1. 01

   Pin down the exact class

   The agent searches list_classes for that day and teacher. When two classes fit the description, for example a 7:00 and a 7:30 Sunrise Flow in different rooms, it stops and asks which one. Only that single class is cancelled, even if it belongs to a weekly series.

2. 02

   Save the roster before cancelling

   get_class_roster runs first and the agent keeps both the booked names and the waitlist. Un-cancelling a class in Momence does not bring the sign-ups back, so this saved list is the only clean record of who to follow up.

3. 03

   Cancel with your note

   cancel_class goes out with the note you dictated, so the standard Momence email already says why and what happens to the credit. This call waits for your OK.

4. 04

   Sort customers by how they paid

   For each booked customer the agent reads list_customer_payments from the last few weeks and looks for a drop-in payment for this class. Members on a pack or subscription got their credit back from the cancellation and are left alone. Card drop-ins are listed with the amount, and refund_payment runs for each one only after you approve, to money or to credits as you chose.

5. 05

   Offer a replacement class

   The agent checks list_classes for the alternative you named and confirms it still has free spots before mentioning it. send_message then texts booked and waitlisted customers. A group message skips customers who unsubscribed, so the agent names them instead of silently dropping them.

Cancelled: Sunrise Flow, Sat 18 Oct 7:00, Studio A (Maya Lee)
Momence cancellation email sent to 14 booked customers, with your note
Credits returned by the cancellation: 11 members on packs or subscriptions
Refunded to card after your OK: Lena Ortiz $25, Tom Becker $25, Priya Shah $25
SMS sent to 16 people (14 booked, 2 waitlisted): 9:00 Vinyasa has 6 spots
Not messaged: Ruth Diaz, unsubscribed from SMS. Call her if needed

• A cancelled Momence class stays on the customer schedule marked as cancelled, while a deleted class disappears from it entirely.
• Un-cancelling a class in Momence restores the class with its original details but does not reinstate the previous sign-ups.
• Momence keeps the original purchase on record when you refund and adds a separate refund entry; Void purchase, under Activity > History, removes the purchase instead.
• A Momence refund in credits sends the customer an email titled "Credits refunded to your account".
• If your Momence studio absorbs card fees, a refund returns the full price to the customer and the processing fee is not recovered.

cancel_class, refund_payment and send_message ask for your OK by default. To run it on a schedule without you, switch confirmation off for those tools in your dashboard.

Sources: Momence Help: Editing, cancelling, deleting classes · Momence Help: Customer communication FAQs · Momence Help: Selling stuff, taking payments (refunds)

curl https://cotlet.dev/api/v1/momence/cancel_class \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"class_id":"9182736","note":"Maya is unwell today. Your credit is back on your account, and the 9am Vinyasa has spots."}'

{
  "class_id": "9182736",
  "status": "cancelled",
  "customers_notified": 14
}

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

• Create recurring Momence classes for a new term
• Freeze a Momence membership for travel or injury
• Momence API and MCP server: every tool
• All use cases