What the tool does and does not do
A client who has the manage link can cancel or reschedule at any time, and rescheduling has no minimum notice either. The minimum notice you can set in the public-page rules applies only to new bookings. Your team can cancel bookings in the panel, and bookings created by staff skip the notice rules. There is no no-show status, no no-show counter, and no collection or refund of fees. The manage link appears only on the client's confirmation screen and is not emailed. Reports show confirmed, cancelled and pending bookings and the cancellation rate. Because the system always accepts a cancellation, whether to apply a consequence is your decision, and it goes through a conversation with the client.
- Clients can cancel or reschedule at any time, with no minimum notice
- The minimum notice set in the public-page rules applies to new bookings only
- No no-show status, no no-show counter and no fee collection or refund
- Cancelling from the panel sends the client no message
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 client would understand it on first reading. It can cover:
- Until when the client can cancel or reschedule without consequences.
- What happens on a no-show or late notice, for example losing the slot or only being rebooked after a phone call.
- Whether you accept late arrivals and how long you hold the slot.
- Whether any money is paid in advance, and the conditions under which it is returned, agreed outside the tool.
Where to communicate it, and recording no-shows
Because the booking page has no field for a policy, 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 if you have reception. The note field on the public form is free text for the client, so the business cannot place a policy there. Keep your own record of no-shows, in a spreadsheet or notebook, with the date and the client's name, because cancelling a booking in the panel frees the slot but counts as a cancellation in the reports. If you plan to charge a no-show fee, check the legal requirements in your country first, as 4appointments does not collect it. General information, not legal advice.
Common questions
Can I set a minimum cancellation notice in 4appointments?
No. A client who has 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 client who does not show 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 know the client is aware of my policy?
Communicate it before the booking, on your website, at confirmation or on your premises. The public page does not display a policy text set by the business.
Does the client get a notice when I cancel a booking?
No. Cancelling from the panel sends the client 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.
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