How to Remove a Participant from a Class and Process Refunds in GoLearn

Problem

When a participant needs to be removed from a class in GoLearn—either immediately or at a future date—staff may also need to refund any remaining credits and, in the case of subscription payments, handle the cancellation of memberships. This article explains the steps involved in removing a participant, issuing refunds, and cancelling memberships where required.

Resolution

Removing a Participant from a Class

1. Locate the Participant
   • Go to the Overview or Members section in GoLearn.
   • Find the participant you want to remove.
2. Open the Class
   • Select the class to view the list of all participants.
3. Select the Participant
   • Click on the participant’s name to open their options.
4. Choose Leave Option
   • In the bottom right-hand corner, select the option to Leave the class.
5. Set Leave Date
   • Specify the leave details:
     • When: Choose immediately or a future date.
     • Reason for Leaving: Select from the predefined dropdown.
     • Notes: Add any additional information if required.
6. Confirm the Action
   • Click OK to complete the process.
   • The participant will be shown as leaving (L) and will no longer appear in future sessions.

For participants paying through a membership/subscription:
Follow the above steps to remove them from the class. You do not need to refund credits but you must cancel the membership in Gladstone360.

Refunding Remaining Credits

1. Open Participant Account
   • Click the participant’s name to access their account page.
2. Go to Balance
   • In the Finance section, select the Zero Balance option.
3. Choose Credit Line
   • Select the line item(s) you want to refund.
4. Select Quantity
   • Choose the number of sessions to refund. (The minimum and maximum will be displayed).
5. Choose Refund Option
   • Select Refund from the available options (Cancel, Refund, Write Off).
6. Add to Basket in Gladstone360
   • Open Gladstone360 and search for the member.
   • A negative Unpaid Sale will be visible on their account.
7. Process Payment
   • Select Add to Basket for the Unpaid Sale.
   • Go to the basket, select Pay Now, and refund using the appropriate method.

Notes

• Troubleshooting:
  • If you made a mistake when removing a participant, use the Cancel Leave option to reverse the action.
  • If a member reports they are still being charged after leaving, ensure you have cancelled the subscription in Gladstone360.
• A video version is available: How to Remove a Participant from a Class and Process Refunds in GoLearn.
• Related: Topping Up GoLearn Classes at Reception; How to Book a Member Using Remaining Credits in GoLearn; How to Move Participants Between Classes in GoLearn; How to Register a Refund through GoLearn (standalone customers refunded outside GoLearn).
• If Cancel Leave is greyed out, see Unable to Cancel a Leave.

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