You can cancel an appointment directly from the Appointy calendar.
This is useful when a customer no longer needs the booking, the business needs to cancel it, or the appointment cannot be fulfilled as scheduled.
How to cancel an appointment
Quick navigation
Calendar → Select Appointment → Cancel
Steps to cancel an appointment
- Log in to your Appointy admin account.
- Click Calendar in the toolbar on the left.
- Select the appointment you want to cancel.
- The appointment details panel will open.
- Click Cancel in the appointment details panel.
- Confirm the cancellation if prompted.
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Who can cancel appointments in Appointy?
Who can cancel an appointment depends on the login access assigned to the team member.
Admin
An Admin can cancel appointments from the Appointy calendar.
Staff login
If a staff member has their own Staff login, they can cancel only the appointments assigned to them.
They cannot cancel appointments assigned to other staff members.
Manager login
If a team member has Manager login access, they can cancel appointments assigned to other staff members as well.
This is useful when a manager needs to manage schedules across multiple staff members.
Staff without login access
If a staff member does not have login access to Appointy, they can still cancel an appointment using the booking notification email they received for that appointment.
This allows the staff member to manage the booking without logging in to the Appointy admin panel.
What happens after an appointment is cancelled?
Once cancelled, the appointment is no longer treated as an active booking.
Depending on your notification settings, the customer may also receive a cancellation notification.
When should I cancel an appointment?
You may need to cancel an appointment when:
- The customer requests a cancellation
- The business cannot provide the service
- The assigned staff member is unavailable
- The appointment was created by mistake
- The booking should be removed instead of moved to another time
If the customer still wants the appointment at another date or time, rescheduling may be more appropriate than cancelling.
What is the difference between cancelling and rescheduling an appointment?
Cancelling removes the existing appointment from the active schedule.
Rescheduling moves the appointment to a different date or time.
Use cancellation when the booking should no longer take place. Use rescheduling when the customer still wants the service but needs a different time.
Does cancelling an appointment automatically issue a refund?
No.
Cancelling an appointment and refunding a payment are separate actions.
If the appointment was prepaid, review the payment history and process or record the refund separately based on the payment gateway used.
For Stripe and Square, eligible refunds can be processed through Appointy.
For PayPal and Authorize.Net, the actual refund must be processed directly through the payment gateway.
Frequently Asked Questions
How do I cancel an appointment in Appointy?
Go to Calendar, select the appointment, and click Cancel in the appointment details panel.
Can an Admin cancel an appointment?
Yes. An Admin can cancel appointments directly from the Appointy calendar.
Can a staff member cancel an appointment?
Yes. If the staff member has Staff login access, they can cancel appointments assigned to them.
Can a staff member cancel another staff member’s appointment?
No. A staff member with Staff login access can only cancel appointments assigned to them.
Can a Manager cancel appointments for other staff members?
Yes. A Manager can cancel appointments assigned to other staff members.
Can staff cancel an appointment without an Appointy login?
Yes. If a staff member does not have login access, they can cancel the appointment from the booking notification email they received.
Will the customer be notified when an appointment is cancelled?
If cancellation notifications are enabled, the customer may receive a cancellation notification.
Should I cancel or reschedule an appointment?
Cancel the appointment if it should no longer take place. If the customer still wants the service at another time, reschedule it instead.
Does cancelling an appointment automatically refund the customer?
No. Cancellation and refund are separate actions.