School Closure Checklist

Use this checklist for a holiday, weather closure, maintenance day, or program-specific cancellation. A calendar closure can block attendance or bookings, but it does not automatically tell every family what changed.

1. Decide what is closed

Before creating the closure, confirm:

• The first and last dates affected.
• Whether the whole school or only selected programs are closed.
• Whether attendance, member bookings, and trial bookings should be blocked.
• Whether existing bookings should be cancelled.

For a one-day closure, use the same start and end date. For a recurring weekly class that is still running, do not replace its schedule with a one-time calendar event.

2. Create and review the closed day

1. Open Calendar and choose the closed-day controls.
2. Add the date or date range and select the whole school or affected programs.
3. Enter a clear note, such as School closed for winter break.
4. Set the attendance and booking blocks that apply.
5. Review the affected-bookings count, if shown.
6. Choose Cancel bookings & save or Save without cancelling if prompted. The cancellation action covers both regular and trial bookings for the selected dates and programs, not just the type you blocked.
7. Save the closure and confirm it appears on the calendar.

Do not assume that adding the closure automatically cancels existing bookings. Removing the closure later also does not recreate bookings that were cancelled.

The cancellation count may include attended bookings, especially for past dates. Review their records before proceeding. Cancellation does not remove attendance records. A closure created from a grading does not cancel bookings automatically either.

3. Tell staff and families

Add a clear calendar event if staff need a visible reminder. Cancellation emails are requested for bookings you cancel, but families without bookings still need a separate notice. For affected families, send a broadcast to the correct group or program. Include:

• Which date and classes are affected.
• Whether bookings were cancelled or families need to take action.
• When classes resume.
• How families can contact the school with questions.

Before sending, preview the group’s members or check the selected recipient list. Then review delivery in the Outbox.

4. Verify the change

After saving and notifying people, check the calendar for the correct dates, programs, and note. Review affected bookings and message delivery status. If the closure covers only one program, confirm other programs remain scheduled.

If Attendance is blocked, mobile check-in also hides the affected programs and rejects confirmation. Check an unaffected program too when the closure is program-specific. Booking-only blocks do not stop attendance.

Next steps

• Set Closed Days
• Create and Edit Events
• Send a Broadcast