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 whether 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 place or being rebooked only after a phone call.
- Whether you accept late arrivals and how long you hold the slot.
- Whether any money is paid in advance, and under what conditions it is returned.
What the tool does and does not do
A client who has the manage link can cancel or reschedule at any time, even shortly before the appointment, and rescheduling has no minimum notice either. Whether to apply any consequence is therefore your decision, and it goes through a conversation with the client.
- Your team can cancel bookings in the panel, but there is no no-show status or counter.
- The tool collects and refunds no fees.
- The manage link appears only on the client’s confirmation screen and is not emailed.
- Cancelling from the panel sends the client no message, so tell them directly.
Where to communicate the policy, and keeping your own records
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 or reception. The note field on the public form is free text for the client, so it cannot carry your policy. Because the tool has no no-show status, keep your own record, in a spreadsheet or notebook, with the date and client name. 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 Singapore first, since 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.
Is it lawful to keep a deposit when a client does not turn up?
That depends on your terms and the consumer protection rules that apply to your business, so check them before you keep any money. The tool does not show a policy to the client or collect money, so present the policy to the client yourself before the booking.
What happens if I cancel the appointment?
Cancelling from the panel sends the client no message, and no refund is made automatically because the tool does not take payment. Let the client know directly and arrange any refund you owe outside the tool.
Need a policy that is clearly communicated?
Write the policy down and share it before every booking. 4appointments keeps the diary; the policy is yours to set. The first 12 months are free, no card needed.
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