What happens when a client cancels?

From the appointment's detail view, choose the Cancel action. A confirmation screen recaps any deposit already paid before you confirm. Once confirmed, the appointment moves to canceled status for good: no further editing or rescheduling is possible after that.

Cancel an appointment

Open the appointment's detail view and click Cancel. A confirmation screen shows up (a centered window on desktop, a panel that slides up from the bottom on mobile).

• It recaps the deposit amount already paid, if any.
• It doesn't change anything until you confirm.

Confirm to cancel for good, or close the screen without changing anything.

What happens after confirmation

• The appointment moves to canceled status, a final status: it's no longer available for editing or rescheduling.
• The slot becomes free again on the grid.
• If a deposit had been paid, what happens to it (refund or keep) is handled from deposit tracking, not from the cancellation screen itself.

What happens to a paid deposit

The cancellation screen tells you the amount paid but doesn't refund it automatically. To refund it, open the relevant deposit's detail view (Finance > Deposits) and set it to refunded status. Nothing else to process elsewhere: the refund is handled at that exact spot.

Edge cases

The client cancels after already paying a deposit. You decide what happens to the deposit yourself: refund it from its detail view, or keep it according to your cancellation policy (non-refundable deposit, for instance).

You made a mistake and just wanted to reschedule. Close the confirmation screen without confirming, then use the Reschedule action instead: unlike cancellation, it isn't final.

The appointment is already in the past. It stays locked like any past appointment, but cancellation follows the same rule: once the slot has passed, a no-show status is usually a better fit than a cancellation.