Introduction:

 

Sometimes leads who have booked a trial class might need to reschedule for another time or cancel their appointment altogether.

In this article, you are going to learn the process of cancelling & rescheduling an appointment in StudioHub.



Cancelling a Trial Class:

First, we're going to go through the process of cancelling an appointment.


Step 1: Find the Contact

  • Click on the conversations tab on the left-hand menu
  • Click on the ‘All Conversations’ tab
  • Click the lead's conversation to cancel their appointment.


Step 2: Find the Appointment

  • Click on the calendar icon in the top right-hand side of your screen.
  • Locate the appointment that needs to be cancelled and click on it. 


Step 3: Change the Status

  • In the pop-up window, select the "Confirmed" status on the bottom left-hand side and change it to "Cancelled".
  • Then click "Save Appointment"


Step 4: Follow-up 

  • Type out and send the lead a message to confirm the cancellation and ask if they would like to reschedule. 
    For example: "Thank you for the heads up, would you like to reschedule for another time?"  


⚠️DISCLAIMER: 
Always cancel the original appointment before creating a new one. 
This ensures that the correct automation & appointment reminders go out. 
If you haven't canelled the original appointment yet, please go back and complete the cancellation process.



Rescheduling a Trial Class:

 

To reschedule a trial class that has been cancelled, you'll need to create a new appointment. This will ensure that your leads receive the correct appointment reminders:

 

Step 1: Double-check the Upcoming Appointments

  • Double-check the 'Upcoming Appointments'. Make sure you cancelled the original appointment before you book a new one.



Step 2: Open the Booking Tool 

  • After the lead responds to your follow-up message, click on "Book Appointment" again.


Step 3: Enter Appointment Details

  • Fill in the Appointment Title & Appointment Description with the name of the dancer and the class they are attending. 
  • Choose the new date for the class and the time it starts. 
  • Click on "Book Appointment"


Step 4: Double-check the Upcoming Appointments

  • Double-check the Upcoming Appointments to make sure that you scheduled a new appointment:

 


 

Conclusion:

 

By following these steps, you will avoid any schedule confusion. This will also ensure that your leads get the right appointment reminders.