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Automatically cancel unpaid registrations

When a registration stays unpaid beyond a configured number of days, Zooza can automatically cancel it. The cancellation is not instant — the system first schedules it for a future date, giving the client a window to pay and have the cancellation revoked automatically.

This is different from payment reminder emails, which only notify the client. Auto-cancel actually removes the registration if the client does not pay.

How it works​

The auto-cancel flow has two stages:

  1. Trigger — After a registration has been unpaid for the configured number of days (cancel_after_days_unpaid), the system schedules a cancellation for a future date.
  2. Lead time — The cancellation is set cancellation_lead_days days into the future. During this window, the existing cancellation confirmation email is sent to the client, and the registration shows as pending cancellation.
  3. Resolution — If the client pays before the cancellation date, the scheduled cancellation is automatically revoked and the registration remains active. If no payment arrives, the registration is cancelled when the lead-time window expires.

Only applies to new registrations. The feature affects registrations created after it is enabled on a programme. Existing registrations at the moment of activation are not retrospectively affected.

Where to configure​

Auto-cancel is configured per programme, in the Payment Reminder Settings section of the programme's Price and Payment tile.

  1. Open the programme and go to Settings.
  2. Click Edit on the Price and Payment tile.
  3. Scroll to Payment Reminder Settings and click Change.
  4. Set the following fields:
    • Cancel after N days unpaid — how many days a registration may remain unpaid before the cancellation process starts.
    • Cancellation lead time (days) — how many days in advance the client is notified before the cancellation actually takes effect.
  5. Save. Payment Reminder Settings with auto-cancel fields highlighted

What happens after cancellation​

When a registration is cancelled by this process, it receives the status Auto-unenrolled. The client receives the standard cancellation confirmation email.

To find all auto-cancelled registrations for a programme, go to Bookings and filter by Status: Auto-unenrolled.

Outstanding payments report​

Go to Reports & Insights → Reports → Outstanding payments to see an overview of unpaid registrations grouped into three cohorts:

CohortWhat it shows
Awaiting paymentRegistrations with an outstanding balance still within the payment grace window
Active debtRegistrations past the grace window with unpaid debt — auto-cancel may be scheduled
Written offRegistrations that were auto-cancelled (status: Auto-unenrolled)

Use this report to monitor which clients are approaching the cancellation threshold and decide whether to intervene manually before the cancellation fires. Outstanding payments report showing Awaiting payment, Active debt, and Written off cohorts