Cancelling Appointments
Appointments can be marked as Cancelled from any status except Checked In. Once an appointment is listed as "Cancelled" it can then be Re-Opened, Completed, marked as No Show, or permanently deleted.
If you mark appointments as Cancelled, you have the option to send out an email to the Client and/or the Staff about the cancellation. If a client cancels his/her appointment by either logging into the scheduler or clicking on the cancellation link in the email, they will receive a confirmation that their appointment was cancelled and you will receive an email that they cancelled their appointment.
A time stamp of the status change will be listed on the Audit Trail for the appointment when either you (the staff) or the client cancel it.
In this documentation, we will go through how to:
We will also discuss what can be done once appointments are listed as Cancelled and how you can make these changes in both List views or the Appointment Detail view.
You can mark appointments Open appointments as Cancelled from either the Appointment Detail or Open List views. To mark the Open Appointment as cancelled from the Appointment Detail view, click the Status dropdown and select "Cancelled":
At this point, you will be prompted with the option to send an appointment cancelled email to the client and to the staff. You can select who you want to notify about the Cancelled appointment and then add a Cancellation Note that will be inserted into the body of the email:
After you press Change Status, the appointment detail record will update and show the appointment status as "Cancelled". You will also see a time stamp of the status change on the Audit Trail:
Open appointments can also be marked as Cancelled from the Open appointments list. To do this, navigate to Appointments → Appointment Lists → Open and select the appointments from the list that you want to mark as Cancelled. Then click the Status dropdown menu and select Cancelled
After confirming that you do indeed want to cancel the selected Open appointments, the appointments you marked as Cancelled will display in the Cancelled Appointments list:
There will be times when you accidentally mark an appointment as Completed when you meant to mark it as Cancelled. If this happens to you, don't worry about it. It's simply to re-categorize an appointment marked as "Completed" as "Cancelled".
You can do this either from the Appointment Detail screen for a Completed appointment or from the Completed Appointments list view. To move a Completed Appointment to Cancelled status from the Appointment Detail page, go to the appointment record and from the Status drop down select Cancelled:
At this point, you will be prompted with the option to send an appointment cancelled email to the client and to the staff. You can select who you want to notify about the Cancelled appointment and then add a Cancellation Note that will be inserted into the body of the email:
Once you press Change Status from the modal, you will see that the status updated to "Cancelled" and the time stamp for the status change is indicated in the Audit Trail:
As mentioned, you can also change Completed Appointments to Cancelled from the Completed Appointments list. To do this, navigate to Appointments → Appointment Lists → Completed and select the appointment(s) from the list that you want to mark as Cancelled. Then click the status drop down menu and select cancelled:
At this point, you will be prompted with the option to send an appointment cancelled email to the client and to the staff. You can select who you want to notify about the Cancelled appointment and then add a Cancellation Note that will be inserted into the body of the email:
After you confirm you want to move the Completed Appointments to Cancelled Status, the screen will update to show you the Cancelled Appointments list with the appointments you just cancelled in there:
Just as you may accidentally mark an appointment as Completed that you meant to enter as Cancelled, you may do the same thing with No Show. Should this happen, you can move an appointment from being a No Show to being marked as Cancelled from either the Appointment Detail page or the No Show appointment list. From the Appointment Detail page, click the Status dropdown and select "Cancelled":
At this point, you will be prompted with the option to send an appointment cancelled email to the client and to the staff. You can select who you want to notify about the Cancelled appointment and then add a Cancellation Note that will be inserted into the body of the email:
Once you press Change Status from the modal, you will see that the status updated to "Cancelled" and the time stamp for the status change is indicated in the Audit Trail:
As mentioned, you can also change No Show Appointments to Cancelled from the No Show Appointments list. To do this, navigate to Appointments → Appointment Lists → No Show and select the appointments from the list that you want to mark as Cancelled. Then click the status down drop and select Cancelled
you will be prompted with the option to send an appointment cancelled email to the client and to the staff. You can select who you want to notify about the Cancelled appointment and then add a Cancellation Note that will be inserted into the body of the email:
After you confirm you want to move the No Show Appointments to Cancelled Status, the screen will update to show you the Cancelled Appointments list with the appointments you just cancelled in there.