How to Update Cancellation and Reschedule Links for Your Calendar

How to Update Cancellation and Reschedule Links for Your Calendar

Ensuring your calendar is properly set up allows clients to easily book, reschedule, or cancel appointments, helping you maximize business opportunities while reducing no-shows. Here's a step-by-step guide to making sure your reschedule and cancellation links are ready to go and easy for clients to use.

Step 1: Update Custom Values in the Calendar

1. Access Calendar Settings:

   • Go to Settings and navigate to Calendars.

   • Click the three dots (...) next to the calendar you want to edit, then select Edit from the dropdown menu.

2. Modify Notification and Additional Options:

   • In the popup, go to the Notifications & Additional Options tab.

   • Scroll down to Additional Notes where you'll find existing custom values.

   • Update the custom values as follows to ensure the links are active:

     • Reschedule: {{appointment.reschedule_link}}

     • Cancellation: {{appointment.cancellation_link}}

   • Note: The links will only be activated when the custom values are entered exactly as shown above.

3. Save Your Changes:

   • After updating the custom values, click Save to confirm your changes.

Step 2: Automate Appointment Status Using Triggers and Actions

1. Set Up Appointment Status Trigger:

   • Use the Appointment Status trigger to automatically initiate a workflow based on specific filters.

2. Manage Appointment Statuses:

   • As appointment statuses are updated, they will reflect under Calendars > Appointments for easy tracking.

Step 3: Update Custom Values in Confirmation/Reminder Campaigns or Workflows

1. Create a Trigger for Appointment Confirmations:

   • To allow leads to reschedule or cancel via a confirmation/reminder message, set up a trigger based on an appointment being booked. This can be done within the 

   • Appointment Confirmation and Reminders Campaign.

2. Configure SMS or Email Messages:

   • In your campaign, ensure the following custom values are included:

     • Reschedule: {{appointment.reschedule_link}}

     • Cancellation: {{appointment.cancellation_link}}

   • Important: These custom values will only work if the campaign is initiated by an "Appointment Booked" trigger.

3. Test the Links:

   • Open a sample contact in the campaign, scroll through the messages, and verify that the reschedule and cancellation links function correctly.

   • You can click the cancellation link to view the "cancellation reason" text field, confirming that the link is active.

4. Save and Activate the Campaign:

   • After making any changes, save your campaign and activate it to ensure it runs smoothly.

By following these steps, your clients will have the option to easily reschedule or cancel appointments, reducing the likelihood of missed bookings and improving overall customer experience.