Session tracking
Late-cancel and no-show policies independent trainers use
By PacksLeft · Reviewed
Gym refund pages do not travel. A private book needs a rule you can show the client before the text arrives.
This is not legal advice. It is how independent 1:1 trainers decide whether the session is used. PacksLeft records the decision. It does not invent the window.
1. 24-hour late cancel, session is used
The common floor. Under 24 hours, mark the session used. The button is the judgment. When a client cancels a booking on their link inside the window, the late cancel is recorded for you.
2. A 12-hour window
Tighter than 24 hours. Only useful if you would actually fill the slot. A window you will not enforce is worse than none.
3. First miss is free, then the session is used
Write the free one down. If it lives in your head, it becomes every miss.
4. No-show always counts
Late cancel and no-show are the same deduction, different history label. The session is used either way.
5. Unused sessions expire
Put the date on the pack. Expiry day is a policy you already sold, not a surprise invoice.
6. Unused sessions do not expire
That is a real policy. Say it on the client's record so they are not guessing, and you are not either.
7. The policy lives on their link
A private page with remaining, expiry, and the late-cancel rule. They see it before they text. You stop being the ledger.
If the counts still disagree
A written policy does not settle a bad history. Rebuild the dated sequence from the pack purchase forward instead of arguing the final number.
If the fight is the policy
PacksLeft logs late-cancel and no-show as a used session, and shows remaining, expiry, and policy on the client's link. No workout app.