What the tool does and does not do
The manage link appears only on the customer's confirmation screen and is not emailed. Because the system always accepts a cancellation, whether to apply any consequence is your decision, and it goes through a conversation with the customer.
- A customer with the manage link can cancel or reschedule at any time, with no minimum notice
- Your team can cancel bookings in the panel, and cancelling sends the customer no message
- There is no no-show status or counter, and no collection or refund of fees
- Reports show cancellation counts and rates, but do not tell a no-show from a cancellation made in good time
Which points to include in the policy
A short policy in plain language answers the usual questions and avoids arguments on the spot. Write it for yourself first, then check that a customer would understand it on first reading. It can cover:
- Until when the customer can cancel or reschedule without consequences
- What happens on a no-show or late notice, for example losing the place or being rebooked only after a call
- Whether you accept late arrivals and how long you hold the slot
- Whether any money is paid in advance, and when it is returned, if you take it outside the tool
Where to communicate it, and how to record no-shows
The booking page has no field for a policy of your own, so use the channels you control: put the text on your website next to the booking button, repeat it when you confirm a booking, and display it at your premises or reception. The note field on the public form is free text for the customer and does not let you place a policy there. Because the tool has no no-show status, keep your own record, in a notebook or spreadsheet, with the date and the customer's name. Cancelling a booking frees the slot but counts as a cancellation in the reports. If you plan to charge a no-show fee, first check the legal requirements where you operate, since 4appointments does not collect it. Example (illustrative): "You can cancel or reschedule until the end of the previous day; after that, your next booking is accepted only after a phone call." General information, not legal advice.
Common questions
Can I set a minimum cancellation notice in 4appointments?
No. A customer with the manage link can cancel or reschedule at any time. Any notice period you set is a rule of your business, communicated outside the tool.
Does 4appointments charge a fee to a customer who does not turn up?
No. There is no fee collection and no "no-show" status. If you apply a rule for no-shows, the record-keeping and any charge are handled by you, outside the tool.
How do I make sure the customer knows my policy?
Share it before the booking, on your website, in your confirmation message or on your premises. The public page does not display a policy text set by the business.
Does the customer get a notice when I cancel a booking?
No. Cancelling from the panel sends the customer no message. Let them know directly, by phone or message.
Want a simple diary for your bookings?
See the 4appointments plans. The first 12 months are free, with no card needed (see the pricing page). The cancellation policy is yours to set and apply.
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