Reschedule & Cancellation
Reschedule, Auto-Cancel, and refund options.
Common questions
This feature is for paid activities only and is off by default. Turn on Allow Reschedule in the activity's Advanced Settings (or make it the default for new activities in Activity Settings), then set the cut-off in hours before the activity; it starts from your Activity Settings. A 0 cut-off means participants can reschedule until the activity starts, but 0 currently only saves when set from the app: the web activity form saves it as 24 hours. The pass validity is set in Activity Settings under Reschedule Pass Validity (default 30 days).
A participant who reschedules leaves the original activity with their whole booking and receives a Reschedule Pass, one per seat. It is worth what was paid per seat, including any part paid with a pass or voucher from you; a KUYY promo discount is not included. The pass is used on your other activities, and the usual pass tag rule applies: a pass from a tagged activity only works on activities sharing that tag.
Rescheduling isn't available for a booking paid with a Reschedule Pass or an unlimited pass, and can't be done while an add-friends request on the booking is still open.
Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu
The activity is automatically canceled if it hasn't reached the minimum number of participants by the cutoff time you set (a number of hours before the activity). The starting values come from your Activity Settings, where auto-cancel is off by default. You as the host are counted too.
The check starts at the cutoff time and repeats about every 5 minutes until the activity is canceled, so if someone leaves after the cutoff and the count drops below the minimum, the activity can still be canceled. For paid activities, participants' money is always refunded automatically as a Reschedule Pass for your other activities, not to their balance.
While the activity is still scheduled, cancel it and choose how to refund: to the participants' KUYY Balance (Full refund or a Custom amount per participant, as when removing a participant), as a Reschedule Pass, or no refund. Participants get a notification and an email, plus WhatsApp if the activity sends invoices by WhatsApp.
For recurring activities, you can cancel just this schedule or the entire series at once.
Every host can choose a refund to balance when removing a participant or cancelling a paid activity. The money goes to the participant's KUYY Balance, never back to a card or bank account automatically, and fees on the bill (such as the admin fee) are not refunded.
Where the money comes from depends on its status. If the activity's takings are still pending, the refund comes out of that pending money. If they have already reached your balance (on Premium and Business, for example, where money lands as soon as participants pay), the refund is deducted from your balance, so the system checks your balance covers it before processing. If you choose a Custom amount while the money is still pending, the rest is still paid out to you.
For paid activities you choose to refund, refunds to all participants are processed automatically about 1 minute after cancellation. For free activities, there is no refund.
Full guide
Detailed rules for each related feature, plus important notes.
Allow Reschedule lets participants of a paid activity leave it before a cut-off and receive a Reschedule Pass for another of your activities. You set the cut-off (in hours before the start) and how long the pass is valid (in days).
- •Turn on Allow Reschedule in Advanced settings when creating or editing an activity, or in Activity Settings as the default for new activities. It's off by default.
- •Rescheduling only applies to paid activities.
- •Enter the cut-off in hours before the activity starts. For example, a 24-hour cut-off means participants can reschedule until 24 hours before the start. With 0, participants can reschedule until the activity starts. A 0 cut-off currently only saves when set from the app; the web activity form saves it as 24 hours.
- •The pass validity is set in Reschedule Pass Validity in Activity Settings (30 days by default). It applies to every Reschedule Pass from your activities, including those from cancellations.
- •Registrations paid with a Reschedule Pass or with an unlimited pass can't be rescheduled.
- •After rescheduling, the participant leaves the activity, their seat is released, and you're notified as you are when a participant leaves.
- •The money stays your earnings; the participant receives a Reschedule Pass that can only be used on your activities.
Important notes
• Rescheduling doesn't return cash; your payment becomes a Reschedule Pass.
• You also receive a Reschedule Pass when an activity is automatically cancelled, or when the host cancels the activity or removes you with a pass as the refund.
Auto-Cancel cancels your activity if the number of participants hasn't reached the minimum when the deadline arrives. Checking starts at the deadline you set (a number of hours before the activity starts). On a paid activity, participants are automatically refunded with a Reschedule Pass for another activity from the same host.
- •Turn on Auto Cancel in Advanced settings when creating or editing an activity, or Auto-Cancel in Activity Settings as the default for new activities.
- •Fill in two numbers: the minimum number of participants and the deadline (how many hours before the start the check happens). A new activity starts with the values from your Activity Settings.
- •The minimum already includes you as the host. Only confirmed or checked-in participants count; people still awaiting payment or approval don't.
- •The check time is the start time minus the deadline. For example, with a 6-hour deadline and an 18:00 start, checking starts at 12:00.
- •Once the deadline has passed, the check repeats about every 5 minutes while the activity is still scheduled. If the headcount drops below the minimum, for example because someone leaves, the activity is cancelled right away.
- •When it's cancelled, the activity status becomes Canceled, you get a notification, and on a paid activity every participant receives a Reschedule Pass a few minutes later.
- •Auto-Cancel can be used together with any other feature.
Important notes
• On a free activity, an automatic cancellation doesn't produce any refund.
• Remember that the host counts as one participant toward the minimum.
• The Auto-Cancel minimum is different from the Minimum Quantity per registration.
• A Reschedule Pass is valid for the host's Reschedule Pass Validity setting (30 days by default).
As a host, you can cancel an activity while it's still scheduled or remove a participant, then choose how to refund: money to the participant's KUYY Balance (in full or an amount you set), a Reschedule Pass, or no refund. Refunds are never sent to the participant's card or bank account.
- •Cancel an activity with Cancel Activity in the activity menu while it's still scheduled. For a recurring schedule, choose whether to cancel only this session or stop the schedule and cancel all its sessions.
- •Refund choices for a paid activity: to the participant's KUYY Balance (Full refund by default, meaning what the participant paid minus the admin fee, or a Custom amount per person, at least Rp10.000 and at most the activity price plus add-ons, but never more than was paid), a Reschedule Pass for your other activities, or no refund.
- •If you choose a Reschedule Pass or no refund, the money stays your earnings. If you choose a refund to balance, that money is no longer paid out to you.
- •If the activity's earnings have already reached your balance (for example on Premium or Business), a refund to the participant's balance is taken from your balance, and the cancellation is refused if your balance isn't enough.
- •Refunds are processed automatically a few minutes after the cancellation, and all participants get a notification and an email (plus WhatsApp if the activity sends WhatsApp invoices).
- •You can also remove a participant from the participant list with the same refund choices.
- •The admin fee the participant paid isn't refunded. A pass or voucher the participant used to pay is returned to them.
- •An activity can only be deleted after it has ended or been cancelled.
Important notes
• A Reschedule Pass only works on activities from the same host whose tags match, for the validity the host sets (30 days by default).
• A refund to balance excludes the admin fee; on an activity where the host covers the admin fee, it can be slightly below the ticket price.
• People still waiting for approval or on the waitlist can leave the same way; there's no payment to refund yet.