IN THIS ARTICLE:
Learn how to reschedule or cancel an Appointment booking in the Office Portal.

• Canceling an appointment without bookings
• Canceling an appointment with bookings
• Rescheduling an appointment with bookings
• Cancellation Fees

Canceling an appointment without bookings

To cancel an appointment timeslot that does not have any bookings attached to it:

1. From the APPOINTMENTS page, locate the appointment timeslot you wish to cancel.
2. Click on the hyperlinked timeslot you wish to cancel to launch the "Edit Timeslot" window.
3. Enable the option to "Cancel Timeslot."
   
4. SAVE your changes. The system will display a message that the timeslot was successfully updated.
   
5. Note that the timeslot itself no longer displays a "Booking" option and displays an indicator that it has been canceled.
   

If you need to re-enable the timeslot for any reason, simply repeat the steps above but DESELECT "Cancel Timeslot" in step 3.

Canceling an appointment with bookings

To cancel a scheduled appointment with bookings attached to it:

1. From the APPOINTMENTS page, locate the appointment timeslot for which you wish to cancel a booking.
2. From the "Actions" button (three dots), click "Cancel Booking."
3. This will launch the "Cancel Appointment" window.  If multiple students are booked, select the student(s) whose bookings you wish to cancel.
   
4. Select the method you wish to use to notify the family about the cancellation. 
   • Selecting to notify via Email will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO>"Appointment Cancellation."
   • Selecting to notify via SMS will send the following message via SMS/Text: "Your [[appointment_name]] appointment at [[timeslot_start]] for [[student_name]] has been canceled."
     • NOTE: sending an SMS notification expends credits. A message will alert the staff member as to how many credits will be used to notify students of the cancellation.
5. Click PROCESS to cancel the appointment, or click CLOSE to exit the window without making any changes.

NOTES:

• If an appointment spans multiple dates and earlier timeslots have already been attended, the system will drop the appointment as of the last timeslot the participant was supposed to attend (based on the current date). All remaining timeslots moving forward will then be made available again for booking by other students.
  • If you wish to cancel timeslots beginning on a different date, you will need to click "View Full Schedule" to view a list of dates.
• For group appointments, canceling the booking for the organizer will automatically cancel the appointment for all participants.
  • However, canceling the booking for individual participants will only cancel their slot, thus freeing up a slot for the organizer to invite someone else to attend in their place.

Rescheduling an appointment with bookings

To reschedule an appointment that has bookings attached to it:

1. From the APPOINTMENTS page, locate the appointment timeslot for which you wish to reschdule a booking.
   
2. Click "Reschedule Booking."
3. This will launch the "Reschedule Appointment" window.  Select the method you wish to use to notify the family about the rescheduled appointment. 
   • Selecting to notify via Email will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO>"Appointment Rescheduled."
   • Selecting to notify via SMS will send the following message via SMS/Text: "Your [[appointment_name]] appointment at [[timeslot_start]] for [[student_name]] has been rescheduled to [[new_timeslot_start]]."
     • NOTE: sending an SMS notification expends credits. A message will alert the staff member as to how many credits will be used to notify students that the appointment has been rescheduled.
4. Select the date for which you wish to reschedule the appointment.
5. If any appointments with available timeslots on the date you choose are found, they will be listed.
   • NOTE: Appointments displayed will be limited to those associated with the same Service and Instructor.
6. Select the appointment you wish to attend.
7. Click PROCESS to cancel the appointment, or click CLOSE to exit the window without making any changes.

NOTE: For group appointments, rescheduling the booking for the organizer will automatically reschedule the appointment for all participants.

Cancellation Fees

There are two appointment settings that determine whether a cancellation fee will be charged for appointments that are canceled and/or rescheduled.  These settings are located under SETTINGS>SETUP>APPOINTMENTS SETTINGS>"General Appointments Settings."

• Charge Cancellation Fee: If enabled, the system will charge a Cancellation Fee for any appointments that are canceled.
  • Cancellation Fee Program- choose the financial Program that will automatically be assigned to any Cancellation Fees that are created.
  • Cancellation Fee Charge Category- choose the financial Charge Category that will automatically be assigned to any Cancellation Fees that are created.
  • Amount (%/$)- defines the amount of the Cancellation Fee to be charged. This can be set as either a percentage of the full appointment cost (%) or a flat dollar amount ($).
  • Charge cancellation fee for rescheduled appointments: if enabled, the system will charge a Cancellation Fee for the original appointment if it is rescheduled. If left disabled, no Cancellation Fee will be charged for the original appointment.

NOTE: If a group appointment is canceled, only the organizer will be charged a cancellation fee.