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. Your team can cancel bookings in the panel, and that sends the client no message. Reports show the cancellation rate but cannot tell a no-show from a cancellation made in good time. Whether to apply any consequence is therefore your decision, and it goes through a conversation with the client.
- The client can cancel or reschedule at any time through the manage link, with no minimum notice.
- There is no no-show status, no no-show counter and no fee collection or refund.
- Cancelling from the panel sends the client no message.
- The manage link appears only on the client’s confirmation screen and is not emailed.
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 the place or being rebooked only after a call.
- Whether late arrivals are accepted and how long you hold the slot.
- Whether money is paid in advance, and under what conditions it is returned.
Where to communicate the policy, and no-show records
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 in the message or call in which you confirm the 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 notebook or spreadsheet, with the date and the client’s name, because a booking cancelled in the panel counts as a cancellation in the reports. If you plan to charge a no-show fee, check the legal requirements in your country 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.
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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