Handling holiday and weather closures

Weather happens. Holidays come around every year. The cleanest way to handle a closure is to cancel the affected classes in Rosterra so families are notified automatically and make-up credits are issued.

Snow day or weather closure (last-minute)

When you decide the morning of:

1. Open /schedule and find today's classes.
2. Tap each affected class and choose Cancel today.
3. Add a short reason ("Closed due to snow").

The system:

• Emails every enrolled family that the class is canceled.
• Sends a push notification to anyone with the mobile app.
• Issues a make-up credit to each student.

For a same-day closure, also send a broadcast to be sure:

1. Go to /communications.
2. New broadcast, SMS plus email.
3. Audience: today's class attendees.
4. Subject: "School closed today due to weather."
5. Body: a sentence or two.
6. Send.

SMS lands in seconds and is the most reliable way to reach families on short notice.

Pre-planned closure (holidays, vacation week)

You can schedule closures in advance:

1. Go to /schedule/closures.
2. Tap Add closure.
3. Pick a date or a date range.
4. Choose which classes are affected (often: all, but sometimes only specific programs).
5. Pick whether make-up credits are issued automatically (usually yes for snow days, no for school holidays).

Families see the closure on their schedule with a "Closed" badge. No reminders are sent for the canceled class.

Whole-week closures (winter break, summer week)

For a full week of closure:

1. Add the closure as a date range at /schedule/closures.
2. Confirm whether to issue make-up credits. (Most schools do not issue credits for scheduled closures because everyone knew in advance.)
3. Send a broadcast a week ahead reminding everyone the school is closed.

Credit policy decisions

The harder question is whether to issue credits or not. Common patterns:

• Snow days: Yes, issue credits. You did not plan the closure.
• Holidays in your published calendar: No credits. Families knew when they enrolled.
• Surprise illness or instructor issue: Yes, credits.
• Unscheduled changes you made to suit your team: Yes, credits as goodwill.

Make sure your published school calendar is current at /settings/schedule so families can see the announced closures up front.

Reopening after a multi-day closure

When you reopen:

1. Send a broadcast saying you are open.
2. Confirm the kiosk is online and check-in works.
3. Check the make-up credit balance for families with credits, and consider running an extra class or two to absorb them.

Logging

Every closure is logged in /audit so you can see who closed what and when. Useful for tax and insurance purposes if a long closure happens (a fire, a regional emergency).