If you need to temporarily close your studio, Punchpass offers several tools to help you manage the process and make reopening easier. Please note that not all options may apply depending on your plan and account settings.
Modifying Your Punchpass Subscription
Punchpass offers a Data Hold option for $10 USD/month, which suspends your account while preserving your data.
During a Data Hold, you can:
Update the message that shows at the top of your schedule.
Email all your customers in bulk.
Maintain an active public schedule page showing any changes you've made.
Download your customer list.
However, on a Data Hold you won't be able to:
Login and manage your account like you can with an active plan.
Students will also be completely unable to use their side of the system during the hold.
We recommend ending the hold a few days before reopening so customers can book classes.
Ready to make a plan change? Please contact the team via chat or email [email protected] if you'd like to move your account to the Data Hold plan, we're happy to help.
Preparing Your Business to Take a Break
How to Notify Your Customers
Inform your students of the upcoming break by:
Adding a calendar notice letting students know that your studio is closed.
Changing the messaging at the top of your public schedule and pass purchase pages.
Emailing everyone
How to Extend, Pause, and Expire Existing Passes & Memberships
Punchpass offers tools for bulk adjustments to pass expiration dates , allowing you to extend both memberships and passes across all your customers. This feature ensures that no one loses access to their purchased packages during the closure.
Tip: After modifying your existing passes and memberships, we recommend reviewing any offers you have for sale (Manage > Passes) to prevent purchase confusion.
To implement these changes, follow these steps:
Head to Manage > Passes, click the Actions button and select "Bulk Edit Active Pass End Dates"
Select from the following options to update you pass expiration dates. You can:
Extend or shorten all active pass expiration dates
Expire all passes on a certain date
Extend all membership expiration dates for the current pass
And request to have our team expire all memberships on certain date
Not sure how long you'll be closed? We recommend extending your passes beyond your "worst case scenario" date so they won't expire during your closure -- you can always adjust the expiration dates again when you reopen.
Expiring Memberships on the Same Date
If you'd like to have all of your active memberships end on a specific date, please reach out with the request details and we'll have our team assist in updating your membership end dates.
How to Cancel Reservations
Note: Prior to deleting the reservations, we recommend sending out an email to make sure everyone knows when your studio will be closed as customers will NOT automatically be notified.
To cancel reservations during your closure:
Use the Upcoming Reservations Report (Reports > Upcoming Reservations).
Set the date range for your closure period.
Select all of the reservations and consider sending an email to customers to let them know their reservations have been canceled.
From the Actions menu, delete the selected reservations.
How to Cancel or Delete Classes on Your Schedule
To manage your schedule:
Classes with reservations can be canceled but not deleted.
Navigate to the Schedule view, and click on the three-dot icon on each calendar day to select or cancel classes.
Choose to delete or cancel all of the classes for that day. Both actions will prevent students from making class reservations.
Deleting your classes will completely remove them from the schedule for that day and leave the class section blank:
Canceling all of your classes will show the class names with a strikethrough and a "canceled" note added in red:
Another method for adjusting your schedule would be to edit your recurring class schedule.
However, this method will make it much more work to reopen - you'll need to rebuild your whole schedule and for that reason, we recommend the day-by-day approach.
Reopening Your Studio After a Break
If you followed the steps above, reopening should be simple:
If you used Data Hold, contact us to reactivate your account (allow up to 48 hours).
Adjust expiration dates for active passes if needed.
Restart paused memberships individually via the Memberships report (Reports > Memberships).
Finally, update your public messaging and consider adding a calendar notice to announce your reopening.
Your active passes should have accurate expiration dates to account for the period you were closed but you can adjust them again if you need to (using the same process outlined above).
You will need to restart all of your paused memberships individually at this stage. To do that you'll visit your Memberships report, click on the "Paused" tab, and then click on each student's membership to see the option to restart it. Here's some additional information about pausing a membership.