When meetings are cancelled or rescheduled at the last minute, it can be disruptive for some businesses. Especially if it’s taken resources to prepare for the meeting or there’s a lost opportunity cost.
By default, Appointlet allows meetings to be cancelled at any time.
A feature of Appointlet is the ability to configure how far in advance someone can use the self-service links to cancel or reschedule a meeting.
Before I start, let’s look at the cancellation and rescheduling process before we make any changes.
The current time is just before 9am. Here John is scheduling a meeting with Luke for 1pm today. That’s in 4 hours.
Here’s the confirmation email that was sent to John. The Cancel/Reschedule link can be used by John to self-manage his appointment. When he selects that link, you will notice that he can cancel or reschedule the appointment.
I’ll stop there.
Jo doesn’t want people cancelling the 1 Hour Consultations within 24 hours of the appointment time.
She charges a fee for these meetings, so she’d like to talk to them first.
Select the Cancellations & Rescheduling section.
And select the Cancellation Notice drop down. If you want to prevent anyone from cancelling this meeting type, select No Cancellations.
I’ll select 1 Days (sic).
Let’s see what it looks like when John tries to cancel his appointment within 24 hours of the start time.
He can reschedule the meeting but the option to cancel it isn’t available.
Jo also wants to stop people from rescheduling these meetings within 2 hours and 30 minutes of the start time.
I’ll select the Reschedule Notice drop down. As with cancellations, you can prevent people from rescheduling this meeting type.
If you want a mix of days, hours, and minutes, in either the cancellation or reschedule options, select Custom.
I’ll set this to 2 hours and 30 minutes.
And here’s the confirmation email again.
I’ll select the cancel/reschedule link.
The option to cancel isn’t available. John could reschedule the meeting to a time more than 24 hours in the future and then cancel it.
To reduce the chances of this happening, set the same time for Cancellation and Rescheduling.
I’m going to change the reschedule notice to 1 days (sic).
Back in the confirmation email, when I select Cancel/Reschedule you’ll notice the appointment can’t be changed by John.
It important to know that while these setting remove the self-service option depending on the time, an appointment can still be cancelled or rescheduled by someone at Jo King Enterprises.
The module Managing your appointments will show you how you can do this.
And that’s how you can implement a cancellation and rescheduling policy within your business.