How do I deal with clients who do not turn up?

Confirm by hand before the day, review your cancellations and agree clear terms with clients.

Everyday problems

Clients who do not turn up cost time and money. 4appointments does not have a no-show status, a counter or a blocklist, and it does not take deposits, so the work is done with the tools it does have: manual confirmation, the management link, the bookings list and reports. Here is a practical routine.

Use the pending status as a filter. Every public booking arrives as pending and holds the slot. Before you confirm it, contact the client by phone or message and check that they really intend to come. A request that nobody answers is cancelled quietly about an hour after its time ends, which also frees the slot.

Give clients an easy way out. The final screen shows a management link for cancelling or rescheduling, with no minimum notice. Ask clients to keep it, and say so when you share your booking link. For bookings you create yourself, copy the link and send it by hand. Contact clients yourself on the day before as well, since the tool sends no reminders.

Review the pattern. Export the bookings list to CSV, XML or PDF and look for repeated names, and check the cancellation rate in the reports. A client who keeps missing appointments can be asked to call you to book, and you can reject their pending requests from the panel.

Agree clear terms. If you want a deposit for long or expensive services, arrange it outside the tool, for example by bank transfer or at the counter, and confirm the booking only after you have received it. Write the cancellation terms wherever you share your link.

Quick takeaways

  • ✓No no-show status, counter or blocklist exists: use the list, CSV export and reports
  • ✓A manual check before confirming filters out unreliable requests
  • ✓Any deposit is arranged outside the tool, and you confirm after receiving it

Common questions

Can I block a client who often misses appointments?+

There is no blocklist. You can reject their pending requests in the panel and ask them to book by phone, but the public page cannot be closed to one person.

Can I keep a deposit when a client does not come?+

That depends on the local rules and on what you agreed with the client. 4appointments does not handle deposits, so put the terms in writing where you take the payment.

More guides

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Confirm each request yourself, contact clients before the day and agree any deposit outside the tool. The first 12 months of 4appointments are free, with no card.

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