Rescheduling and Cancellation is only available to TimeZest subscribers on the TimeZest Advanced and TimeZest Professional plans.
TimeZest's new rescheduling and cancellation feature saves your staff and clients time when scheduling appointments via TimeZest. Ensure a seamless experience for your clients by completing the following steps:.
1. Add a custom Cancellation Email template
(If you don’t use custom email templates with TimeZest, you can skip this and the following step.)
The cancellation feature adds a new type of email template to TimeZest: the cancellation template. This is the email template that TimeZest uses to notify your clients that an appointment has been canceled. It's used both when your client cancels an appointment as well as when one of your members cancels an appointment, and you'll need to look at the {{ appointment.cancelled_by }} variable to change the content as appropriate. Ensure something like the following is included in your template:
{% if appointment.cancelled_by == "technician" %}
<p>
{{ appointment.scheduled_member_name }} has had to cancel your {{ appointment_type.name | downcase }} scheduled for {{ appointment.agreed_time }}, for the following reason:
</p>
<p>
{{ appointment.cancellation_reason }}
</p>
{% else %}
<p>
This is confirmation that your {{ appointment_type.name | downcase }} with {{ appointment.scheduled_member_name }} has been canceled.
{% endif %}There's a default cancellation template that TimeZest will use by default if you don't use custom email templates.
2. Add the rescheduling link to the confirmation email template
You'll need to tell your clients how they can reschedule or cancel their appointment by including the link in your confirmation email. TimeZest's default confirmation email template now includes this information, but if you use your own template, you'll want to add something like the following:
{% if appointment_type.rescheduling_allowed %}
<p>
If you need to reschedule or cancel this appointment, you can do so by clicking the following link:
</p>
<p>
<a href="{{ appointment.rescheduling_url }}" target="_blank">
Reschedule or Cancel
</a>
</p>
{% endif %}3. Enable Client Rescheduling on the Appointment Type
By default, client rescheduling is disabled on appointment types, as there are some types of appointments — for example, on-site visits — where difficulties could arise if clients were automatically allowed to reschedule. As such, you have to manually enable rescheduling for any appointment type where you want to allow clients to do this.
In TimeZest, simply go to the appointment type, and change the Allow Rescheduling? setting to Allow clients to cancel and reschedule appointments.
4. You're done!
Now your clients can reschedule and cancel their appointments online, without having to contact your team for assistance.