Set up self-service group class rescheduling

You can let members reschedule a group class session on their own by combining three Noto features: member portal cancellation, automatic makeup credits, and a drop-in self-enrollment form published to the member Resources page. This article walks through the admin setup and what the member sees.

How the flow works

1. A member cancels an upcoming group class session from their portal.

2. Noto automatically issues a makeup credit if the cancellation falls within your policy window.

3. The member opens the self-enrollment form you published to their Resources page, picks a new date, and toggles on the makeup credit to book the replacement session at no additional cost.

This flow covers a single session at a time. Cancelling every session in a recurring group class enrollment is still an admin action.

Admin setup

1. Allow cancellation from the member portal

In your cancellation policy settings, enable member self-cancellation and set the on-time window (for example, 24 hours before the session) that determines whether a cancellation is eligible for a makeup credit.

2. Turn on auto-issue of makeup credits

In the same cancellation policy settings, enable automatic issuance of a makeup credit when an eligible on-time cancellation occurs. When this is on, Noto issues the credit immediately at cancellation — no manual step required. You can also configure credits to expire at the end of the semester.

3. Build a drop-in self-enrollment form

Create a self-enrollment form for the group class from the Forms page. The form must have the drop-in option enabled — makeup credits are intended for single events, so the "consume makeup credit" toggle only appears to members on forms configured for drop-in enrollment. The group class must have drop in enabled and a per-session price assigned.

4. Publish the form to the shared Resources page

Add a link to the self-enrollment form on the member portal Resources page. You can share it with all members or target specific individuals; guardians will see the resource under each dependent's block. The Resources page is the member-facing home for this link — members access it here.

What the member does

1. From their portal schedule, the member cancels the group class session they can't attend.

2. If the cancellation is on time, Noto issues a makeup credit automatically. The member can see it on their Credits page.

3. The member opens the Resources page and clicks into the group class self-enrollment form.

4. They pick a new session date from the available drop-in options.

5. On the confirmation step, they toggle on the option to use a makeup credit. Noto applies the soonest-expiring eligible credit, which brings the session cost to $0.

6. They finish the form to complete the booking. The credit is reserved immediately, so it won't be double-booked against another session.

Limits and gotchas

• Drop-in only. The makeup credit toggle is available only on self-enrollment forms with the drop-in option enabled. Members cannot apply a makeup credit to enroll in a full recurring group class through this flow.

• Single-session scope. This flow handles rescheduling one session at a time. If a member needs to cancel an entire recurring group class enrollment, an admin still has to do that.

• On-time cancellations only. Cancellations outside your policy window won't trigger an automatic makeup credit, so the member won't have a credit to consume when they try to rebook.

• Credit expiration. If you set credits to expire at the end of the semester, remind members to rebook before the deadline.

• Credit eligibility. By default a make up credit is only eligible for the class that was cancelled and for that specific member. to allow the make up credit to be used for another class, the list of eligible services can be edited on the credit.