Cancel an appointment when a session won’t go ahead. The appointment is removed from your calendar, you record the reason, and the client can be sent a cancellation email.
Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
When to use this
- The client can’t attend, or no longer needs the session.
- You need to cancel because of an emergency or because you’re unavailable.
Steps
1. In Pro Calendar, click the appointment, then click Cancel at the bottom of the Appointment panel.
2. Under Why are you canceling this appointment?, choose a reason.
- Client could not attend this time and plans to reschedule.
- Client is unavailable this week.
- Client has a scheduling conflict.
- Client no longer needs this session.
- Client was dissatisfied with a previous session.
- Provider had an emergency and needed to cancel the session.
- Provider is unavailable this week.
- Provider is no longer available.
- Other reasons
3. Choose whether to tick Send cancellation email.
It’s ticked by default. Untick it if you don’t want the client to get an email. Sending the client an email is the main difference between canceling and deleting an appointment.
4. Click Save & Cancel Session.
Save & Cancel Session becomes available once you’ve chosen a reason. To go back without canceling, click the back arrow at the top of the panel.
