Add Suspension Notes

Suspension Notes


Overview

Suspension Notes allow you to temporarily suspend a student's bookings while maintaining their enrolment. This feature is ideal for planned absences such as holidays, illness, or other temporary breaks.

When a Suspension Note is added, Udio automatically processes the student's purchase by suspending the affected bookings and extending the package where applicable.

Creating a Suspension Note

  1. Navigate to People.
  2. Search for and open the student's profile.
  3. Scroll to the Suspension Notes section.
  4. Click Add Suspension Note.
  5. Enter the required information:
    • Start Date – The first date the student will be absent.
    • End Date – The date the student will return.
    • Notes – Record the reason for the suspension or any additional information for staff.
  6. Click Save.

Udio will begin processing the suspension immediately.

Adding a suspension note

Note: Depending on the number of bookings affected, processing may take a few moments.

What Happens During Processing?

Once the Suspension Note has been saved, Udio will:

  • Locate all bookings that fall within the suspension period.
  • Suspend the affected bookings, cancel the session so a temporary spot opens for someone to book a make up or casual lesson
  • Charge the appropriate fee for the fee raising period

Reviewing the Updated Purchase

After the suspension has been processed:

  1. Open the student's Active Purchase.
  2. Review the updated purchase information, including:
    • Package details
    • Purchase start date
    • Next charge date
    • Remaining bookings
  3. Scroll to Bookings for this Purchase to confirm which bookings have been suspended.

This allows you to verify that the suspension has been applied correctly before advising the customer.

Managing Existing Suspension Notes

To view or update a Suspension Note:

  1. Open the student's profile.
  2. Navigate to the Suspension Notes section.
  3. Select the Suspension Note you wish to review.
  4. Depending on your permissions, you can:
    • View the suspension details.
    • Edit the suspension dates or notes.
    • Delete the Suspension Note if it was entered incorrectly.

Important: Editing or removing a Suspension Note will not trigger the purchase to be recalculated.

Best Practice

Before saving a Suspension Note:

  • Confirm the suspension period (from and to date)
  • Confirm the Charging mode
  • Confirm the Bookings mode

After processing:

  • Check the student's future bookings.
  • Notify the customer of any changes to their billing schedule if required.

When the suspension note has been confirmed


The suspension note information is displayed under Member Details and the sessions are cancelled and labelled as suspension



Frequently Asked Questions

Does a Suspension Note cancel a student's enrolment?

No. The student's enrolment remains active. Only the bookings that fall within the suspension period are affected.

Will the student lose their remaining lessons?

No. The remaining lessons are preserved.

Can I edit a Suspension Note after it has been created?

Yes, provided you have the appropriate permissions. Be aware that editing the suspension does not recalculate the cause the student's.

Can I remove a Suspension Note?

Yes. If a Suspension Note was created in error, it can be removed. If deleted before the next fee raising period, Udio will raise the full fee for that period

Tips

💡 Suspension Notes are best used for temporary absences where the student is expected to return.

💡 If the student has multiple active purchases, review each purchase to confirm the suspension has been applied as expected.