How is a package credit used and refunded?

When a package is sold, the session credits are assigned to the customer's package; consumption is recorded when the service actually takes place. Credits are deducted in three ways: from the service row on a sales card, from appointments planned from the package, and from class attendance.

Deducting a package credit from a sales card

1. 1

   Click the package icon

   In the sales card detail, a green package icon appears next to a service row for which the customer has a suitable package (on a narrow screen it is in the row's three-dot menu). When you hover over the icon, it tells you which package the credit will come from and how many credits are left, or how many packages are eligible when there are several. A suitable package is Active, has credits left and covers this service (or every service, with an "All Services" line); expired, completed and cancelled packages are not offered.

2. 2

   Choose the right package

   If there is more than one suitable package, the "Which Package Should Be Used?" window opens; each option lists the package name, the line's service or its "All Services" scope, and the number of credits left. Lines for a specific service come before "All Services" lines.

3. 3

   Confirm

   The confirmation window shows the package, the service and the credits left; confirm with Deduct from Package. One credit is deducted and the amount of the service row becomes 0 TL — the price of the service was taken with the package sale, so it does not appear on the sales card.

Deducting needs the "Paketten kullanım yapabilir" permission (use packages) in your role; it is on by default in the Personel (Staff) role.

Appointments planned from a package (reserved credits)

• For appointments created with Appointment (Class) Planning and the Advanced Planning Tool, and for appointments customers book online while "Only Members With a Package Can Book" is on in My Business → Settings → Appointment Settings, the session credit is reserved in the package when the appointment is created; it appears as Reserved on the package card. Appointments opened with the New Appointment window do not reserve a credit; you deduct it on the sales card.

• When the appointment is marked Arrived or Completed, the reserved credit counts as used; you do not need to deduct it on the sales card. The row shows 0 TL on the sales card.

• On a cancellation or a no-show, the credit is refunded or used up according to the cancellation window and the package's cancellation rights rule (see "Cancellation rights and their rule" below); when staff cancel, you make the decision.

• On the sales card, the yellow package icon of such a row says "Release the reservation (the service becomes chargeable)": if you use it, the credit goes back to the package and the service turns into a paid line at its defined price.

Refunding a usage

If you deducted from the wrong package or the service did not take place, use the "Undo the package usage" option on the row's yellow package icon. When you confirm with Yes, Revert in the "Undo Usage" window, the credit is refunded to the package and the service becomes a paid line again (the sales card total rises accordingly); a completed package becomes Active again. A refunded usage appears struck through with a "Refunded" badge on the Usage History tab of the package detail. Undoing needs the "Paket kullanımını iade edebilir" permission (refund package usage).

• A cancelled package cannot receive a refund.

• If the package has been deleted, no credit is refunded; undoing only unlinks the service from the package and makes the row chargeable.

Automatic deduction from class attendance

• A package is chosen when the customer is enrolled in a class, and the enrolment is linked to it; the participant row in the session shows a "Package" badge and the package name ("No package" for a participant without one).

• Depending on the setting of the class, the credit is deducted automatically when the session starts, when the session ends or when attendance is confirmed — when you mark attendance, an information message tells you which moment applies.

• When the status of an attendance whose credit was deducted or reserved changes, the system asks a single question ("What should happen to the session credit?"): Refund the credit (it goes back to the package) or Use up the session (the credit is not refunded).

Cancellation rights and their rule

Cancellation rights are defined at sale time (and can be changed later from the package's Edit window) and form a single pool for the whole package: class cancellations and individual appointment cancellations use the same cancellation rights of the same package. The package's When is a cancellation right used? setting decides which cancellations use a right. The cancellation window comes from the "Cancellation Window (hours)" setting of the class for classes, and from the "Cancellation Window (Hours)" field in My Business → Settings → Appointment Settings for appointments.

• On late cancellations (default): a cancellation made before the window closes is free and unlimited. On a cancellation made after the window has passed, if a right is left the session credit is refunded and 1 right is used; otherwise the credit is used up.

• On timely cancellations: a right is used only on a cancellation made before the window closes: the credit is refunded and 1 right is used; once the rights run out, even a timely cancellation uses up the session. After the window has passed a right cannot be used and the credit is used up. Under this rule a window of 0 means no time limit: every cancellation before the start uses a right.

Example: an 8-lesson package has 2 cancellation rights and a 12-hour cancellation window; the customer cancels four times, 2 days, 5 hours, 1 day and 3 days before the lesson. Under On late cancellations no lesson is used up and 1 right is left — only the cancellation made 5 hours before uses a right. Under On timely cancellations the cancellations made 2 days and 1 day before use the rights; the one made 5 hours before and the last one, made after the rights ran out, use up the lesson.

• In classes, when Late Cancellation + Refund the credit is chosen in attendance, a right is used according to the package's rule; a "Cancellation right used" badge then appears on the row. Refunds for No-show or Excused, and Use up the session, never touch cancellation rights.

• When the customer cancels themselves (My Account, the SMS link, the mobile app) the rule applies automatically; the confirmation screen shows the rights left and the result. A cancellation made within the first 15 minutes after booking (with at least 1 hour to go before the lesson or appointment), the cancellation of an appointment request still awaiting approval, and the cancellation of a lesson the business moved to another time after the booking are always free: the credit is refunded and no right is used.

• When staff cancel, choosing "Refund the credit" uses a right automatically on a cancellation where rights are used; if no rights are left, the credit is refunded without using one. Under On timely cancellations a right cannot be used once the window has passed; choosing Refund the credit then refunds it without using a right. "Use up the session" uses none. Marking a no-show never uses a cancellation right.

• If Business is chosen for "Who asked for the cancellation?" when staff cancel (for example, the instructor is ill), the credits are refunded, no cancellation right is used and the cancellation is not written to the customer's cancellation history.

• If the cancellation is undone (Cancelled → Pending/Not set), the right used by that cancellation is returned to the package. Deleting the appointment does not return a right already used.

• If the package has expired, the credit is refunded but cannot be used; no right is used in that case.

• If the rule of a package already sold is changed later, only future cancellations are affected; rights already used stay as they are. The customer sees their remaining rights and their package's rule in their own panel.