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:
- From the APPOINTMENTS page, locate the Appointment timeslot for which you wish to cancel a booking.
- Click on the hyperlinked timeslot you wish to cancel to launch the "Edit Timeslot" window.
- Enable the option to "Cancel Timeslot."
- SAVE your changes. The system will display a message that the timeslot was successfully updated.
- 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:
- From the APPOINTMENTS page, locate the Appointment timeslot for which you wish to cancel a booking.
- From the "Actions" button (three dots), click "Cancel Booking."
- This will launch the "Cancel Appointment" window. If multiple students are booked, select the student(s) whose bookings you wish to cancel.
- 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>EMAIL 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.
- Click PROCESS to cancel the Appointment, or click CLOSE to exit the window without making any changes.
NOTES:
- 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:
- From the APPOINTMENTS page, locate the Appointment timeslot for which you wish to reschdule a booking.
- Click "Reschedule Booking."
- 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>EMAIL 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.
- Select the date for which you wish to reschedule the Appointment.
- 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 Appointment Service and Instructor.
- Select the Appointment you wish to attend.
- 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.