Daily SOPs
1. Late cancellations
Customers can cancel from two places in the app. Canceling from the Calendar adds the $25 late-cancellation fee automatically; canceling from their Bookings list does not, so fees get missed. A late cancellation is one made less than 12 hours before the booking's start time.
- For every row where Fee charged is red, open the customer in Optix and add the $25 late-cancellation fee to their account.
- Rows with Allowance in the last column used plan hours — check the hours were returned to the member if that is the policy.
2. Refunds & voids · weekly review
Every invoice that was voided, had a payment removed, was refunded or turned into a credit note in the last 14 days. Optix's “remove payment” only deletes the record — it does not send money back — so each removed payment needs a matching refund in Stripe. Review this list once a week.
- Confirm in Stripe (amber): find the charge on the customer's card and check it shows as refunded.
- Pending fee (red): a late-cancellation fee is still queued on that account. If the refund was meant to make the customer whole, delete the fee in Optix.
- Credit note: the customer got account credit, not cash back. Fine if intended.
Pulled from the invoice history notes in Optix. Test accounts are left out. Removed payments no longer count toward Cash collected.
Lessons and instructor statements
This page reads instructor lessons, bay add-ons, invoices and memberships straight from Optix for the week you pick. It only reads. It never changes anything in Optix. It needs a Scratx organization token, which stays in this browser only and is never sent anywhere except Optix.
- In Optix go to Apps & Integrations → Develop (the grid icon in the left rail).
- Use the organization token of the Scratx Dashboard app, or of an app made for this page. It ends in “o”.
Anyone with this token can read and change all Scratx data in Optix. Share it only with people who already have Optix admin access.
This week
Founder assessments
Every assessment
- Book it on the coach's Private lesson at $0 with the word assessment in the booking title. That word is how this page finds it.
- It is free once per founder member. A second one, or one for anyone who is not a founder member on the day, is a paid lesson: charge the single-lesson rate in Optix and remove “assessment” from the title.
- After each one, add the note on the member's account in Optix: ASSESSMENT | Founder free assessment used | Date: [date] | Coach: [coach] | By: [initials], [today].
How to read this page
- Taught lessons are on the statement. Upcoming lessons later this week are listed but not paid yet. Canceled lessons follow the cancel rules: a student cancel 12+ hours ahead is not paid; a student cancel under 12 hours or a student no-show is charged to the student and the coach gets his cut; a coach cancel 12+ hours ahead is not paid; a coach cancel under 12 hours or a coach no-show is not paid and costs the coach a $25 fee. Coaches can't cancel in Optix themselves, so when staff cancel on a coach's behalf they set Staff canceled for coach in Status; every other cancellation is the student's, timed from Optix. Student late cancels stay flagged (and counted on the tab) until staff click Confirm.
- Rate: a card lesson uses the single-lesson rate (Carlos $125 adult / $100 junior, Nicolas $180). A pack lesson uses the pack's own per-lesson price, for example Nicolas 10-pack $1,300 ÷ 10 = $130. Assessment is the free founder member session at $0.
- Scratx share: Scratx keeps 15% of the rate when the student is a member (Founder, Committed or Flexible on the lesson date; a parent's plan covers their child) and 10% when not. The payout is the rest. Group classes are a flat $100 per class with no share taken.
- Bay: members use their daily hour; non-members pay the $30 bay rental plus 7% tax on top of the lesson. Scratx keeps the bay rental.
- Generate the statement on Saturday for the Monday to Sunday week. It opens the print dialog: choose Save as PDF, then email it from support@.
Not on this page yet: whether a student's late cancel or no-show is paid to the instructor (to confirm with Rodrigo), and marking a week as paid.