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Set up late cancellation / no show rules

Define the time frame for late cancellation and the fee charged

Dr Askari avatar
Written by Dr Askari
Updated over 8 months ago

Set late cancellation / no show rules

Define these rules at the Organisation level:

  1. Click on Admin>Settings>Calendar

  2. Choose your late cancellation period and charge

  3. Click "Save"

PLEASE NOTE: Late cancellation fees are never taken automatically in Collums. Setting these rules will trigger messages to staff and / or clients booking online.

A staff member will need to create an invoice and add the appropriate service e.g. "Late cancellation fee".

Allow / disallow late cancellation / no show via online booking

  1. Click on Admin>Settings>Online Booking & Deposits

  2. Select your desired rule:

    1. Do not allow - will not allow any reschedule or cancellation online.

    2. Allow - allows reschedule or cancellation online but NOT within late cancellation period.

    3. Allow late - allows reschedule or cancellation online at any time. If done within late cancellation period, late cancellation warning text will be shown.

Late cancellation / rescheduling an appointment

In the calendar

If a Collums user tries to cancel or reschedule an appointment within the late cancellation period that has been set, a warning message will appear. You can set the text displayed as described below.

Online

If a client tries to cancel or reschedule an appointment within the late cancellation period that has been set, a warning message will appear. They will need to confirm that they have read it before they can complete the process.

The text shown is the same that is shown to Collums' users when they try to do the same with appointments via the Calendar. You can set the text displayed as described below.

Set late cancellation / rescheduling warning text

  1. Click on Admin>Settings>Online Booking & Deposits

  2. Enter desired text in Late cancellation / reschedule warning text field.

This is the text that clients will see when late cancelling / rescheduling online or when Collums' users are doing this in the Calendar.

Late cancellation / rescheduling merge tags

  1. "Cancellation charge value" and "Late cancellation period (hrs)" are used to populate the warning text shown above.

  2. They are also used in any messages that use the merge tags {LateCancellationValue} and {LateCancellationPeriod} e.g. the T&C text in Admin>Settings>Online Booking & Deposits.

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