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How to cancel an appointment

How to Cancel an Appointment

Every appointment is made of three ingredients: the staff, the service, and the customer. If you’ve already got your staff and services set up, then it’ll only take a few seconds and a few clicks or taps to book an appointment.

In this article you’ll learn how to:

  • (Mobile app) Book, reschedule, or cancel appointments
  • (Web app) Book, reschedule, or cancel appointments

Booking an appointment (mobile app)

How to Cancel an Appointment

Most functions related to creating appointments can be easily accessed from the pink (+) button on your Calendar tab. These instructions are the same for both Setmore iOS and Android apps, although there may be subtle differences in wording here or there.

  • First, on the Calendar tab, tap the pink (+) button and select +Appointment.
  • Then, Select the service, service provider, and choose a date & time.

Note: Time slots outside of your normal working hours will appear in grey, whereas time slots during your working hours will appear in white. You can still select greyed-out times and book during off-hours.

  • Select the customer or create a new customer.
  • Review the details of the appointment, then tap Done in the top right to confirm the booking.

The appointment will appear on your calendar, and any email notifications (if activated) will automatically send to the staff provider and customer.

Rescheduling or canceling an appointment (mobile app)

To edit, reschedule, or cancel an appointment, first tap on the appointment block on your calendar.

The Appointment Details menu will list out all the essentials: date & time, customer, service, recurring cycle (for Setmore Premium users), comments, and labels. Tap any field to modify it.

  • To reschedule the appointment, tap the date & time box. Select a new date and time and save your changes.
  • To cancel the appointment, tap the menu dots in the top right and tap Delete, then confirm to complete the cancelation.

Booking an appointment (web app)

The Setmore web app is available to all users and can be accessed at https://my.setmore.com. Any appointments you book in the web app will sync to the mobile app, and vice versa.

Watch our how-to video to see how it’s done, or follow the instructions below.

  • On the Calendar tab, click an open time slot to start the appointment.
  • The Appointment Details menu will appear. Select the service from the dropdown menu and click “Continue.”
  • The next step is to identify the customer. You can either search for an existing customer, or add a new customer.

How to Cancel an Appointment

Once the customer is identified, you’ll see a summary of their details. To complete the booking, click “Save Appointment.” The appointment is now booked.

Rescheduling an appointment (web app)

  • To reschedule an appointment, start by clicking the appointment in your calendar. Then click Edit Appointment in the bottom left of the details menu.

How to Cancel an Appointment

  • Use the Date and Time dropdown menu to change the date and time of the appointment. (You may also change the service or specify a new staff member).
  • Click Save Appointment when you’re finished.

Drag-and-drop rescheduling (web app)

In the Setmore web app you can also reschedule an appointment by dragging and dropping it into a new time slot.

  • Click on an existing appointment and drag it to the new time slot.
  • Once you let go, a message will prompt you to confirm the action.

Last Updated On June 26, 2018 By Letter Writing Leave a Comment

A letter to cancel an appointment is written when someone wants to cancel the appointment taken. This is a formal letter written by a business to another business or by an individual to a professional/professional company for whatever reason.

If you wish to cancel the appointment taken well in advance, it is wise that you write a letter and send it out at the earliest so that the opposite person can arrange another meeting. While writing the letter, make sure to mention the reason for cancellation. Also, do not beat around the bush but keep the clear and to the point.

Table of Contents

Letter to Cancel an Appointment Writing Tips:

  • This letter is written to cancel a particular appointment hence it should be written in a polite way.
  • Mention that you are very sorry about the cancelation but you cannot help the situations.
  • Also mention that you will try very hard so that the no one will suffer the loss.

Letter to Cancel an Appointment Template

Subject – letter to cancel an appointment

Dear _____ (name)

I am _____ (name) writing this letter to you to inform you that I will not be able to attend the meeting that is arranged on _______ (date). I am on a bed rest as I have gone through a hernia operation last week. I ensure that the meeting will be going on in proper way in my absence. I will train the concerned person in very good manner and you can contact me any time in case of any issues arise. I really feel very bad as I have missed a very good opportunity.

To cancel an appointment, follow the steps below when using a computer or the Desktop Version.

Canceling an Appointment

1. Click Calendar at the top of the screen.

How to Cancel an Appointment

2. Select the appointment. Then, click Cancel.

How to Cancel an Appointment

3. If the customer has multiple appointments, you’ll be able to cancel the single occurrence or all the multiple appointments. Then, click Cancel Appointment(s).

How to Cancel an Appointment

4. Enter a message in the Message to customer field. This is sent to the customer. Then select Add this to customer’s cancellation history to add the cancellation to the customer’s history.

How to Cancel an Appointment

5. Click Notify Customer to inform the client of the cancellation or click Don’t Notify Customer. This removes the appointment from the schedule.

So, on the internet there is a lot of information on how to make an NIE appointment, if that’s what you’re looking for then click here for how to make an NIE appointment. But, there wasn’t any information on how to cancel an NIE appointment. So, if you want to cancel your cita previa, here’s how to do it, in English!

That is what I’m going to show you how to do today.

This step-by-step, easy to follow online guide, will show you exactly how to cancel your NIE appointment, including the translations from Spanish to English.

Sometimes, circumstances change and you’re no longer able to attend the appointment, or maybe you’ve changed your mind altogether. So, let’s get you cancelling your appointment.

Step one: head to the official website

You’ll need to follow this link which will take you to the official government page for cancelling your appointment: https://sede.administracionespublicas.gob.es/icpplus/citar

The page will look like this.

How to Cancel an Appointment

Step two: input your province

If you’ve booked for Benidorm, you’ll need to select Alicante. Then, click aceptar.

Step three: select

Next to “TRÁMITES DISPONIBLES PARA LA PROVINCIA SELECCIONADA”: select Policia – asignación de NIE, then click “aceptar”.

How to Cancel an Appointment

Step four: enter the system

You’ll then be presented with this screen, click “entrar”

How to Cancel an Appointment

Step five: input your details

The form is as follows:

Type of document: select pasaporte

Passport: type your passport number

Name and Surname: input your full name

Year of birth: input your year of birth in 4 digits, e.g 1980

Country of birth: select “Gran Bretana”

Click “no soy un robot”

Step six: click “anular cita”

Click “anular cita” which is the third button from the left.

Step seven: add your appointment number

The big 8 digit code at the top of your confirmation next to JUSTIFICANTE DE CITA PREVIA is your appointment number. Add that code exactly as it is on your page next to JUSTIFICANTE DE CITA PREVIA. It may begin with a letter.

Then click “consultar”.

Step eight: confirm to cancel

Confirm that you wish to cancel your NIE appointment by clicking ‘anular cita’. If successful, you will reach this screen.

I hope this helps you cancel your NIE appointment.

This guide is a free guide to help you cancel your appointment. I am not available to make or cancel your appointments for you. If you require extra assistance, please email me for a quote.

THIS BLOG POST IS COPYRIGHT TO LAUREN BATE AND MUST NOT BE COPIED BY ANY MEANS BY ANY OTHER WEBSITES. FACEBOOK FORUMS MAY USE THIS BLOG POST BY COPYING AND PASTING THE LINK TO SHARE THE BLOG POST, THEY MUST UNDER NO CIRCUMSTANCE COPY AND PASTE THE INFORMATION. NO WEBSITE OR FACEBOOK GROUP MAY COPY AND PASTE THE INFORMATION BY ANY MEANS. ALL RIGHTS RESERVED. TODOS LOS DERECHOS RESERVADOS.

Whether an appointment was a test, a mistake, or canceled by the client, it’s super easy to cancel and track your appointments. In this guide we’re going to show you how to:

1. Cancel an appointment

To cancel an appointment from the calendar, click on the appointment you want to remove and click the More Options tab. Then, click the red Cancel button:How to Cancel an AppointmentAlternatively, you can head to Sales > Appointments to see a list of all appointments, and select the appointment from the list:

How to Cancel an Appointment How to Cancel an Appointment

TIP: You’ll be able to set up any cancelation reason that you like. You can learn more about how to Set Up Cancelation Reasons.

2. Track canceled appointments

It’s important to note that no appointments will ever go missing. All appointments, including canceled ones, are kept track of. This is to make sure that you have full visibility on your calendar activity and to be able to detect if appointments are incorrectly marked as canceled.

To track canceled appointments, go to the left-hand Navigation Menu, and click on Sales > Appointments. Here you’ll see a full list of appointments with their statuses, such as Completed, No Show, and Canceled. From this view, any appointment can be viewed, opened, and edited.

How to Cancel an Appointment

Tip: If your customer has changed their mind and would actually like to book the appointment you’ve already canceled, simply click on the canceled appointment, select More Options and click Rebook. You’ll then be given the option to select a slot on the calendar.

Making an adjustment to the schedule.

An appointment always has the possibility of being canceled. When this occurs, it is useful to keep track of the type of cancellation and the reason described.

Overview

  1. How does it work?
  2. Where is the information stored?
  3. Deleting an appointment

How does it work?

From the Schedule, select the appointment and choose Cancel.

How to Cancel an Appointment

There are several reasons on the drop-down menu to select from.

How to Cancel an Appointment

Select the checkbox next to Rebook From Waiting List if you would like to quickly replace the booking time from the next available patient on the waiting list.

Where is the information stored?

Navigate to the Patient’s Profile and choose History. Select the Appointments tab.
The cancellation type selected for the appointment will display in the Status column.

If there was a note entered upon cancellation, the icon will display.
Select this icon to view any note(s) entered on the appointment.

How to Cancel an Appointment

Note: When using Cancellation Reason: Deleted, the appointment will not display here and will not appear in the Patient History of Appointments as it is being “Deleted”.

Navigate to the Patient’s Profile and select Correspondence.

How to Cancel an Appointment

Within the Notes tab, the notes entered while cancelling the appointment will display here, along with the date and time it was entered.

How to Cancel an Appointment

Book face-to-face or remote appointments with your GP, nurse or clinician at a time that suits you.

Your details and information are protected by the highest standards of online security, so all you need to worry about is what to do with the spare time you’ve earnt.

Problems booking online appointments?

Telephone Booking

Please contact the Practice on 01227 469333 on the morning of the day you wish to be seen and we will do our best to offer you an appointment for that day.

Telephone appointments are also available with both doctors and nurses.

Some pre-booking appointments are available, please ask the receptionist

How to Cancel an Appointment

The Triage System

At this Practice we operate a Triage System which means when you call for an appointment you will be asked to give very brief details of why you need an appointment and for a contact phone number. All information given by you to any of the Medical Centre staff will be dealt with in total confidence. Your call will then be logged and a Doctor or Nurse Practitioner will call you back to assess your problem and make an appointment for you if appropriate.

This system has several advantages:

  • Telephones calls are answered quickly
  • Your problem may be dealt with by the phone call
  • If you need an appointment you will be seen by the most – appropriate healthcare professional.
  • You will always speak to a Doctor or Nurse Practitioner

Call Recording

Please note telephone calls are recorded for training and monitoring purposes.

Can’t keep your appointment?

It is important that you let us know if you cannot keep an appointment as we may be able to offer it to another patient. This can be done by phone or by text (see SMS Text Messaging System below)

On arrival at the medical centre

Please ensure you check-in at reception or use the Self Check-in Screen. Failure to do so may result in a missed appointment

SMS Messaging System

The University Medical Centre is able to offer a Text Appointment Reminder service. Through this we are able to send you a reminder of your forthcoming appointment by texting it straight to your mobile telephone. We can also send you urgent messages regarding such things as your results or prescriptions.

The reminder will advise you of the time and date of your appointment and the clinician you will be seeing. so that you can schedule the rest of your busy day around it. Please note that no charge will be incurred by you for this service.
If you find that you can not keep the appointment it gives you the opportunity to cancel the appointment by text to enable to re-allocate the appointment to another patient. This text will be charged at your providers standard rate.

One of the benefits for using this reminder system is that it will help us to reduce the number of missed appointments which are a terrible waste of resources. By cutting down on these missed appointments we will be able to offer a wider choice of appointments to those people who need to be seen at short notice. We would also like to use this method to invite you to make health promotion appointments and offer advice.

In order to provide this service to you, we will need to have your correct mobile phone number on our records – if you have changed it go to our Change of Details page and you can make the most of this service.

How to Cancel an Appointment

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I have had to cancel sessions with clients for one reason or another. How do I do that in my calendar?

You can cancel your client’s appointments right from your Appointments Dashboard, just click on the particular appointment and select “Cancel Appointment”.

I included a little video that may help walk you through cancelling an appointment.

You can cancel your client’s appointments right from your Appointments Dashboard, just click on the particular appointment and select “Cancel Appointment”.

I included a little video that may help walk you through cancelling an appointment.

How do you cancel or edit recurring ones? I’m on the actual website and not the app and cannot alter or delete these reoccurring appointments.

Do you know if there is a way to “delete” an appointment versus canceling? I only consider “late” cancellations (as in, violation of my cancellation policy) as a true cancel, and only want those to show up in my client’s appointment history.

Not at the moment, @releazar. Currently, an appointment can either be cancelled or mark as “No Show.” I can see how deleting the appointment altogether could be useful, so thanks for the feedback. Let us know if you have any other questions!

I deleted my appointments over and over again and it’s still showing on the calendar

Thanks for surfacing this, @Jmcutshair, and sorry for the confusion. Depending on which calendar you’re looking at, these troubleshooting tips may help clear things up: Square Dashboard Troubleshooting. If not, please get in touch with our Customer Success team directly—they’ll be able to take a deeper dive into your settings and make sure everything gets sorted out.

This reply created from merging an existing thread: “How do you delete or cancel an appointment” The author has been notified via email.

Does anyone know how to delete or cancel an appointment?

Hi, I understand the process of cancelling a booked appointment on the appointment app and online calendar. I would however like the ability to delete appointments and not have them listed as cancellations. If this is not possible now, is it an upcoming feature? I’m looking for a booking service that allows this freedom. I am not using the client self booking feature at this time and am scheduling and changing all appointments myself. I don’t need a list of a client’s cancellations listed in their account or a communication going out to them if I need to cancel and make a change. I saw some older requests for this feature, but couldn’t find anything current. Thank you, I appreciate your help.

How to Cancel an Appointment

If a patient rings up to cancel their appointment, you can use the “cancel” function to remove the appointment from the calendar, but still have a record of when it was cancelled—and why!

This article will walk you through:

Cancel an appointment

Find the appointment you need to cancel. Open it up, and click the Cancel button:

How to Cancel an Appointment

The appointment will expand, and you can select a reason for the cancellation, and even add some additional notes:

How to Cancel an Appointment

Press the Cancel appointment button, and this appointment will disappear from your calendar (but it’s not completely gone for good, don’t worry!). Here’s a video of the “cancellation process” in action, where you’ll see that the appointment disappears from the its original spot:

How to Cancel an Appointment

That appointment has now been cancelled! This doesn’t mean it’s gone, though.

Find details of a cancelled appointment

If you need to find the details of this cancelled appointment, there are two ways.

The patient details page

The first is through the patient’s details page, in their list of appointments. Anything that’s been cancelled will have a yellow note next to it:

How to Cancel an Appointment

If you want the specifics, you can click View log, and that will show you which user cancelled the appointment, when it was cancelled, and what the reason was:

How to Cancel an Appointment

If you’re looking for a more “general” list of cancelled appointments, there is another option!

The missed appointments report

The missed appointments report is a handy tool for finding any appointment that might have been cancelled during a certain period of time. It will show cancelled appointments and any marked as “Did not arrive”:

How to Cancel an Appointment

Need more automated ways of handling cancellations? You can let patients cancel their own appointments, and you can also set up cancellation notifications for practitioners!

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How to Cancel an Appointment How to Cancel an Appointment How to Cancel an Appointment How to Cancel an Appointment How to Cancel an Appointment

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This article explains how to cancel or delete one or more appointments from a client or sessions calendar.

If your organisation or the client need to cancel or remove an appointment, you can use the buttons at the top of the session record.

If the client has cancelled but you will be claiming the session from the NDIA, the approach is different. Find out how to cancel an appointment for NDIS claiming.

The method you use will depend on whether you need to retain a record of the cancellation and whether you’ve already rostered the session. Some rostering systems do not allow for rostered sessions to be deleted. You can either:

  • cancel the appointment and retain the session’s record, or
  • delete the appointment, which will completely remove the record.

To cancel or delete an appointment:

  1. Navigate to the session record where you booked the appointment.

For an individual appointment, go to the Contacts tab and locate the client. Click on their Calendar tab and then click on the session.

For a group appointment, go to the Sessions Calendar and click on the relevant session.

To cancel the appointment without claiming:

  1. Click on the Cancel Session button at the top of the record. You may need to click on the More drop-down list to find it.

  1. This will open the Cancel Session dialog. This includes an explanation of what will change.
  2. Click on the Cancellation Reason drop-down list.

How to Cancel an Appointment

  1. The list of reasons available may depend on your organisation’s policies. You should be able to show whether the cancellation was due to the client or the workers.
  2. If you select Other, a free text entry field will appear and you can add a reason.
  3. Once you’ve added your cancellation reason, click on the Confirm Cancellation button. Take care before confirming, as you’ll no longer be able to roster or edit this session.

How to Cancel an Appointment

  1. The status of your session will now be changed to Cancelled. This will not affect other sessions in this series.

To delete the appointment so that it is completely removed:

  1. Click on the Delete button at the top of the record. You may need to click on the More drop-down list to find it.

  1. This will open a confirmation dialog. If the session is part of a recurring series, you’ll be given the option of deleting all of the sessions, or just the session you have open. Click on Delete to remove the current session, or Delete Series to remove all of the sessions.

How to Cancel an Appointment

  1. Your appointment or appointments will be completely removed from the system.

Appointments that have been booked using HotDoc are able to be cancelled or rescheduled by logging in to your HotDoc account.

To reschedule, you first must cancel your exisiting booking. Please read the below guide to learn how to cancel and reschedule your HotDoc online booking.

How to cancel via the Mobile App

  1. Open your HotDoc app on your device. If you are not already logged in, please select Log in and enter your registered email address or mobile phone number and password:

How to Cancel an Appointment

Select the Appointments tab in the bottom menu bar. Find the relevant appointment in your appointment list and tap Cancel appointment:

How to Cancel an Appointment

Find the relevant appointment in your appointment list and tap Cancel appointment :

How to Cancel an Appointment

You will be prompted to confirm your cancellation request by clicking the ‘Yes, cancel’ button:

How to Cancel an Appointment

Once successfully processed, your appointment will show as cancelled in your History list once the app has refreshed. This will send the cancellation request to your clinic and you will receive a confirmation via email. You will also get the option to reschedule for another time by clicking the Reschedule appointment button:

How to Cancel an Appointment

How to cancel via the Web App

  1. Head to the HotDoc Patient Home Page and click on ‘Login’ at the top right hand corner of the screen:

How to Cancel an Appointment

After logging into your account, or if you are already logged in, click on Appointments at the top right corner of the screen:

How to Cancel an Appointment

This will bring up your patient account details and list the appointments you have requested through HotDoc under the Appointments tab:

How to Cancel an Appointment

Find the relevant appointment in your current appointment list and cancel the booking by clicking on Cancel appointment . You will then be asked if you are sure you would like to cancel:

How to Cancel an Appointment

Clicking Yes, cancel will send the cancellation request to your clinic and you will receive a confirmation via email. You will also get the option to reschedule for another time by clicking the Reschedule appointment button:

Hi Nicola,
I guess there is no way for a customer to cancel an appointment if they set it wrong, right?
Would you consider something like this in a new version if not already present?
Also how can we stop multiple appointments for the same customer on the same service, same date?

customer can receive the email with link to cancel appointment. Also there can be an link to confirm appointment.

You can prevent multiple appointments it’s done by default. You can have only the maximum number of appointments as number of connections that are having those Appointment at same time. If there is one connection then there can be only one Appointments for particular time. 🙂

Best regards,
Nikola

Hi Nikola
“customer can receive the email with link to cancel appointment. Also there can be an link to confirm appointment.”
I can not find the way to do this: send the link of the appointment to customer to be able to cancel it.

¡muchas gracias!
Un saludo,
Consuelo Daza

I’ve already seen how it’s done, I’ve tried it and it works !. ¡Gracias!

Thanks for the update 🙂

Could you please add the resolution here? I have the tag for the appointment cancellation but when I click on the link in the test email, I am forwarded to a page that says “Appointment cannot be canceled!”.

I eventually go the email for the cancellation. However, I do not want my clients to be forwarded to a webpage that states they cannot cancel an appointment. How do I turn this off?

Hi, cforce22
I explained to you what I have done.
In options EA….
Email :
Notificaciones.
the mail to confirm the reservation:

Le confirmamos los datos de su reserva:

#service_name#, en #location_address# en #location_location#

Fecha: #date#, #start#

Le atenderá #worker_name#.

Si desea cancelar la reserva, acceda a este enlace: #link_cancel#
…………………
the client receives the confirmation email, with the link to cancel the appointment

with the tests that I have done, clicking on the link, effectively, the appointment is canceled
……
I hope this explanation will help you