How to cancel a Course/Program

Cancel a whole Course/Program, its sessions, attendances and enrolments in a single step.

1. Overview

The Cancel Course/Program action cancels a whole Course / Program in one step: the course, all of its sessions, their attendances and the enrolments. It can also email the people who were enrolled.

The cancellation is started from the Course/Program record itself, using the Actions menu, so nothing has to be cancelled one by one.

Note: To cancel only one session and keep the rest of the course going, use Cancel Session on that session instead.

2. What Cancelling Does

Using Cancel Course/Program updates every record linked to the course.

Note: Records that were already cancelled are left as they are.

3. Before You Cancel

4. Cancelling a Course/Program

Watch the guided demo below to cancel a Course/Program

You can also follow the same steps using the written guide below.

To cancel a Course/Program

Go to House Admin > Courses/Programs > All Courses/Programs. The list of Courses/Programs appears.
Open the Course/Program to cancel.
Click Actions, then Cancel Course/Program . A pop-up opens with two questions.
Notify the people enrolled via email? (No by default), leave No to send no email, or select Yes to email the people enrolled.
Optional: in Email template (optional), select a template. Leave it blank to send the standard cancellation email.
Click Next. A confirmation screen shows The following automations will be run:, followed by the automation to be run. Click Back to return to the pop-up if needed.
Click Confirm. The page refreshes and opens the Course/Program again.

Note: The email template is only used when Yes is selected. With No, no email is sent, even if a template is selected.

5. Checking the Cancellation

After the page refreshes, the Course/Program and its linked records show the result straight away.

To check the cancellation:

On the Course/Program, in the Capacity Management section, check that Status shows Cancelled.

Click Actions. Cancel Course/Program no longer appears, so the course cannot be cancelled twice.

Scroll down to the Sessions list and check that the sessions show Cancelled.

Open one session and check that Status shows Cancelled and Session Cancelled is ticked. Its attendances show Canceled.

Go back to the Course/Program and scroll down to the Enrolments tab. Open one enrolment and check that Enrolment Status shows Cancelled.

6. Cancellation Emails

When Yes is selected, each person whose enrolment was cancelled receives one email. The email comes from your house's name and email address, and replies come into Clevero.

6.1. Who Receives an Email

6.2. Who Is Skipped

6.3. The Standard Email

When no template is selected, the email has the subject Cancellation of Your Course/Program and reads:

6.4. Creating a Custom Merged Email Template

To send your own cancellation email instead of the standard one, create a merged email template on the Course / Programs record.

Open the Course / Programs record settings in one of two ways:
- From System Settings: go to System Settings > Records and click Course / Programs.

From the Courses/Programs list: go to House Admin > Courses/Programs > All Courses/Programs. Click the three-dot menu (...) at the top right, then click Configure Record.

In the left menu, click Email Templates, then click + Merged.

Build your email, then click Save. Enter a Template Name and a Subject For Email, then click Save Template.

For full steps on building a merged template, including how to add merge tags, see Merge Template.

To use the template, open the Course/Program and click Actions > Cancel Course/Program. Set Notify the people enrolled via email? to Yes, then select your template in Email template (optional).

📘 Note: Everyone receives the same email, filled in with details from the course, so a template can include course details but not each person’s name. If the template is built on a different record, or can’t be sent, the standard email is sent instead.

7. Frequently Asked Questions

Q: Do I need to cancel each session, attendance or enrolment separately?

A: No. Cancel Course/Program cancels the course, all of its sessions, their attendances and the enrolments in one step.

Q: I only need to cancel one session. Should I cancel the Course/Program?
A: No. Use Cancel Session on that session instead. It leaves the rest of the course and the enrolments in place.

Q: Will the people enrolled be emailed automatically?

A: No. An email is only sent if you select Yes in Notify the people enrolled via email? (No by default).

Q: Cancel Course/Program isn’t in the Actions menu. Why?
A: The Course/Program is already cancelled. Its Status shows Cancelled.

Q: I selected an email template, but no emails were sent. Why?
A: The template is only used when Yes is selected. With No, no email is sent, even if a template is selected.

Q: Who receives the email for a member who has a Parent/Guardian?

A: If the Parent/Guardian has an email address, the email goes to the Parent/Guardian. In the standard email, they are greeted by their own name.

Q: Why didn't someone receive a cancellation email?
A: An email is not sent when:

No email address is found for the member or their Parent/Guardian.
Their enrolment was already cancelled before Cancel Course/Program was used.
The email could not be sent. The cancellation still stands, so contact that person another way.

If two people share the same email address, only one email is sent to that address.

Q: Where do replies to the cancellation email go?
A: The email is sent from your house's name and email address, and replies come back into Clevero.

Q: Can I undo a cancellation?
A: There is no undo button. The statuses can be changed back by hand, but emails that have already been sent cannot be recalled.