Debts
Handling no-pass arrivals and no-show fees, resolution options
Debts
Debts are the Group Classes module's "didn't pay" side. If someone arrives without a pass or no-shows on a pay-required class, a debt is automatically created.
Where to find it
Group Classes → Debts tab.
When debts are created
1. ATTENDED_NO_PASS
Guest checked in but has no valid pass. System auto-creates a debt at the class price.
2. NO_SHOW_REQUIRES_PAY
Guest no-showed and class is mandatory-pay (override rule, or global no-show fee). Debt created.
The Debts page
Top summary cards
- Total outstanding: e.g., 12 debts, 87,500 HUF
- This month: 4 debts, 14,000 HUF
- Guests with debts: 7
List
Each debt on a row:
- Guest name
- Date (when created)
- Event (which class)
- Type (ATTENDED_NO_PASS / NO_SHOW_REQUIRES_PAY)
- Amount
- Status badge (OUTSTANDING / RESOLVED_BY_PASS / RESOLVED_BY_PAYMENT / FORGIVEN)
- Actions: Resolve
Grouped by guest
Option groups all of one guest's open debts. E.g., Anna Kovács: 3 sessions × 3,500 HUF = 10,500 HUF total.
Resolution options
The "Resolve" button offers 3 options:
1. Resolve by pass (RESOLVED_BY_PASS)
Guest buys a pass after the fact, debt deducted from it.
- Pass purchase → debt status RESOLVED_BY_PASS
2. Resolve by payment (RESOLVED_BY_PAYMENT)
Guest pays the amount.
- Pick payment method (cash, card, transfer)
- Finances logs the transaction
3. Forgive (FORGIVEN)
You waive the debt. E.g., regular VIP situation, or misclassification.
- Reason field optional (recommended for accounting)
When to use it
Scenario 1, guest comes without a pass You check them in on the participant panel. Debt created. They buy a pass at reception → RESOLVED_BY_PASS.
Scenario 2, no-show fee Guest no-shows 3 times in a row and salon charges no-show fees. Debt 3 × 3,500 = 10,500 HUF. Guest settles next time at reception.
Scenario 3, regular's forgivable no-show A 5-year regular no-shows for the first time (car accident). Debts page → Resolve → Forgive → reason: "Force majeure." FORGIVEN, no further chasing.
Scenario 4, group settlement A parent hasn't paid for kids' classes in 3 months, 12 debts accumulated. Debts page → guest grouping → parent → all debts → Lump-sum payment.
Scenario 5, disputed debt Guest insists they were there but you didn't check them in. Ambiguous. Resolve → Forgive → "Admin error" reason.
How it appears on guest profile
Guest profile page has a "Finances" tab showing:
- Open debt (red)
- Past resolved debts
- Pass history
New booking warns: "This guest has X debts."
Tips
- Communicate the no-show fee clearly at booking time. "If you don't come and don't cancel 12 hours before, X HUF no-show fee."
- Document forgiven debts: write everything in the "reason" field so you remember why later. Evidence for the accountant.
- Check the Debts page weekly, don't let it pile up. 3 months of debts = much harder to collect.
- Guest grouping is useful when one person has many small debts (typical for families).
- FORGIVEN doesn't mean "didn't happen," you decided to waive it. In accounting, this is revenue reduction.
- Be cautious with new guests: don't allow check-in without a pass on a first visit. Pay first.