How Do I Cancel or Reschedule an Appointment in the Office Portal?

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

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 for which you wish to cancel a booking.
  2. Click on the hyperlinked timeslot you wish to cancel to launch the "Edit Timeslot" window.cancel_appointment01.png
  3. Enable the option to "Cancel Timeslot."
    cancel_appointment02.png
  4. SAVE your changes. The system will display a message that the timeslot was successfully updated.
    cancel_appointment03.png
  5. Note that the timeslot itself no longer displays a "Booking" option and displays an indicator that it has been cancelled.
    cancel_appointment04.png

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.appointments_cancellation_office_portal_01.png
  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.
    cancel_appointment_op01.png
  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>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 cancelled."
  5. Click PROCESS to cancel the Appointment, or click CLOSE to exit the window without making any changes.

Rescheduling an Appointment with Bookings

To reschedule an Appointment:

  1. From the APPOINTMENTS page, locate the Appointment timeslot for which you wish to reschdule a booking.
    reschedule_booking_office_portal_01.png
  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>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]]."
  4. Select the date for which you wish to reschedule the Appointment.reschedule_appointment_op01.png
  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 Appointment 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.

Cancellation Fees

There are two Appointment settings that determine whether a cancellation fee will be charged for appointments that are cancelled 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.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).