Online cancellation by the client — a freed slot beats an empty chair
A secure link in the email, a cut-off you set, and a refund scale according to the notice given.
The problem
A client who can no longer come has two options: tell you, or not turn up. Anything that makes the first tiresome pushes towards the second. If they have to ring during your opening hours — that is, during their own working hours — many will choose to do nothing.
The unannounced absence is the worst of both worlds. You lose the slot and you lose it late, with no chance of offering it to anyone else. A cancellation received forty-eight hours ahead, by contrast, is a slot you can recover.
Making cancellation easy feels counter-intuitive. It is nevertheless what turns absences into slots back on sale.
How it works in Kagenda
Every confirmation email contains a cancellation link belonging to that booking. It asks for neither account nor password.
- The link is signedIt is good for that booking only, and allows neither seeing others nor guessing the neighbours'.
- The cut-off is checkedYou set how long before the appointment online cancellation stays possible. Past that point, the link points back to you rather than cancelling.
- The scale appliesIf an online payment was made, the percentage refunded depends on the notice given, according to the bands you have defined.
- The slot is returnedIt goes straight back into booking, with its buffer time. You get the information on your side.
Who it helps
Frequently asked questions
Can I forbid online cancellation?
Yes. Permission to cancel is part of your cancellation policy. You can switch it off, or limit it to sufficient notice.
Is the client refunded automatically?
When they cancel themselves and an online payment was made, the refund matching the scale is triggered in Stripe. The scale may provide for 0% below a certain point.
Does the cancellation link expire?
It stops allowing cancellation once the cut-off has passed. The client is then invited to contact you directly.
Am I told?
Yes, and the slot goes back into availability immediately in any case, without waiting for you to read it.