What the tool does and doesn’t 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 separate no-shows from early cancellations. 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 the manage link, with no minimum notice
- No no-show status or counter, and no fee collection or refunds
- Canceling from the panel sends the client no message
- Reports show the cancellation rate, but do not separate no-shows from early cancellations
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 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
Where to communicate the policy, and recording no-shows
The booking page has no field for a policy, 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. The note field on the public form is free text for the client and cannot carry the business’s policy. Keep your own record of no-shows, in a spreadsheet or notebook, with the date and the client’s name, since the tool has no status for them. If you plan a no-show fee, first check the legal requirements in your country, because 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 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 at 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. Canceling from the panel sends the client no message. Let them know directly, by phone or message.
Want a simple calendar 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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