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. Your team can cancel bookings in the panel. 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 the cancellation rate but do not tell a no-show from a cancellation made in good time. Because the system always accepts a cancellation, whether to apply a consequence is your decision and goes through a conversation with the client.
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 first for yourself, 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 their place or only being rebooked after a phone call.
- Whether you accept late arrivals and how long you hold the slot.
- Whether there is money paid in advance and under what conditions it is returned.
- How to reschedule: through the manage link or by contacting the business directly.
Where to communicate the policy
Because the booking page has no field of its own for a policy, use the channels you control. Put the text on your website next to the booking button, and repeat it in the message or call in which you confirm the booking. You can also display it at your premises, at reception or on the counter. The note field on the public form is free text for the client and does not let the business place any text there. It helps if the policy is known before the booking, not only after a problem arises, and if your team always applies it the same way.
Recording no-shows without a status of their own
Because the tool has no no-show status, keep your own record, in a spreadsheet or a notebook, with the date and the client's name. Cancelling the booking in the panel 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 in your country: 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.
Frequently asked 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, no card needed (see the pricing page); the cancellation policy is yours to set.
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