Cancelling a Single Appointment

To locate the appointment you want to cancel you will need to first search for the appointment. To find instructions to search for appointments Click Here. Or, to get to the appointments search, hover over the appointments menu and then select "View All" From this page you will need to then select "Search" here you will see a number of filter options available. A commonly used filter is selecting: Client Name and Date of appointment. Select the required appointment for that client. Here, the appointment details screen is displayed. Once you check the details of the appointment to ensure you are cancelling the correct appointment, Click "Cancel Appointment" Button in the top right hand side of the screen. Once you click this button, below fields will appear allowing you capture details of cancellation(e.g. reason) and also mark whether it's chargeable cancellation or not. *This will depend on your organisation's policy with respect to charging for cancellations. Policies of this type typically relate to the amount of notice given.

Please find the details of each fields below:

Reason

In this section you would are to select the reason for the cancellation of appointment. E.g Client is unwell, Conflict of appointments. If you want to modify the list, please contact Support team.

Note

The note that is placed in this section is to allow admin to capture more information in addition to reason of cancellation of appointment. If you tick Add this note to CRM, the note will be captured under Schedule Change in client's page

Chargeable Cancellation

This section is for billing purposes, depending on your organisations policy you will input the amount of time that is chargeable to client (e.g full appointment time or 25 mins etc) You will also be able to select whether you are to pay the care worker for their time for this cancellation. These settings will then be reflected to both invoicing & payroll

Notify Care Worker

"No" will not send any alert to worker that appointment has been cancelled. If selecting "Yes", the system will send an alert to the worker alerting them of a change of schedule via either sms or email.

The default value of this toggle is configurable at the company level by an administrator. Administrators can enable the Default 'Notify Care Worker' to Yes when cancelling an appointment setting in Company Settings. When this setting is on, the Notify Care Worker field will default to Yes for all single appointment cancellations. The toggle remains fully interactive — staff can still change the value before confirming the cancellation regardless of the company default.