Cancellation & Rescheduling Settings

You can set limits on how close to the start of the booking someone can cancel or reschedule, and also modify the message that is displayed on screen when they cancel.

In this article:

Set cancel & reschedule limits
How your booker can cancel or reschedule a booking
How you can cancel or reschedule a booking
Translate the cancel and reschedule links

Set cancel & reschedule limits

The limits for when a booking can be cancelled or rescheduled are managed by each individual booking page. Navigate to Notifications  > Actions, then click the "Edit cancellation & reschedule limits" link next to If booking cancelled

1. If you don't want to allow cancellations or reschedules, toggle this feature off. You'll also want to remove the shorthand codes {CANCEL} and {RESCHEDULE} from the emails that send to your booker. 

2. Decide how how close to the start of an appointment your client can cancel or reschedule. If you want allow your booker to cancel up to the start of the event, enter 0 hours. No bookings can be cancelled or rescheduled after the appointment has started. 

3. Customize the message that will display on screen to your client if it is too late for them to cancel or reschedule the booking.

4. Customize the message that will display if the booker cancels within these set limits. This can be translated into your target language. 

5. Check this box if you want the booker to provide a reason they are cancelling the booking. This data can be included on the booking export, or referenced using the shorthand code {CANCELLATION-REASON}.

6. Check this box to require a cancellation reason to be provided before the cancellation goes through. 

How your booker can cancel or reschedule a booking

Your booker can reschedule or cancel a booking by clicking on the links in the confirmation email you've configured under Notifications > Actions > After new booking made

When a booker cancels

When a booker cancels, they will see a cancellation code displayed on screen. Any emails that are set up in Notifications > Actions > If booking cancelled > by Booker will trigger.

You can add shorthand codes like {CANCELLATION-REASON} and {CANCELLATION-CODE} into the body of the email so you know what they have said.  

When your client cancels a booking, the appointment will be removed from your calendar and the time will display as available again on your booking page. 

If you would like your client to receive an email confirming the cancellation, you'll need to create a new email under Notifications > Actions > If booking cancelled > by Booker.

When a booker reschedules

Alongside the cancellation link in your confirmation emails, you can send the user a reschedule link. This will take them to your booking page of available times to select a new time for the appointment. 

Once the confirm the reschedule, the booking will be moved on your calendar. The other details about their booking remain unchanged. You will receive any emails configured under Notifications > Actions > If booking rescheduled > by Booker.

If you would like your client to receive an email confirming the reschedule, you'll need to create a new email under Notifications > Actions > If booking rescheduled > by Booker.

How you can cancel or reschedule a booking

There are a number of ways you can adjust bookings after they have been made.  

The confirmation email you receive after booking

You can use the {OWNER-CANCEL} and {OWNER-RESCHEDULE} links to cancel or reschedule a booking directly in the confirmation email you receive. Clicking those links will take you into YouCanBook.me were you can modify the message that sends to your booker before you confirm the change. 

Team members can also use the {OWNER-CANCEL} and {OWNER-RESCHEDULE} links to modify a booking. 

Your bookings dashboard

Paid YouCanBook.me accounts can also reschedule or cancel through the bookings dashboard. This option also allows you to send or modify the message to the booker to let them know of the change.

Delete booking from calendar

If you don't need to let the booker know about the cancellation, you can just delete the event directly from your calendar. That will cancel the booking without triggering a cancellation email and YouCanBook.me will display the time as available again on your booking page. 

Translating the Cancellation Link in your Confirmation Emails

Use the shorthand codes {CANCEL-LINK} and {RESCHEDULE-LINK} to translate the cancellation and reschedule links in your confirmation emails to your booker. Step by step directions to make the links clickable are found here

Use the shorthand codes {OWNER-CANCEL-LINK} and {OWNER- RESCHEDULE-LINK} to translate the cancellation and reschedule links in your confirmation emails to yourself or your team members. Step by step directions to make the links clickable are found here