In the appointment scheduling system, there are default settings for cancellation charges to be applied, and reminders to be sent out to clients proceeding an appointment that they booked into, so we're going to go through how to change those or confirm if they're right for your business.
Step 1: If we roll over the calendar, and go to the settings tab. Then we need to click on Charges and Debit tab. Now the default cancellation charge, which is probably what 80 or 90% but trainers would want a full rate so 100% of the fee.
Step 2: And remember intent when we say fee, it's not so much how much you charge for a session, it's the credits for that particular session.
So if it's an hour session, it's 100% of that time, which is one hour, if you wanted to make it 50% charge, you could do that you would change it here. And if they canceled within the allowed period, then half of the time, credit would be taken off. So half an hour would be taken off, if a session was canceled, that was an hour session.
Step 3: 24 hours is the standard period. But again, you can change that to 12 hours, 48 hours, whatever you want it to be just by clicking here and changing that field and then saving.
Step 4: And of course, if you don't want to charge a cancellation charge at all, you just need to uncheck this box, and then save.
Step 5: Likewise, reminders get sent out if we click on this Notifications tab here, notifications get sent out by default 48 hours before the start of an appointment, a message and subsequent corresponding email sent to the email address of the client or clients involved. If you've got an appointment with more than one time, you can turn that off by unchecking the box or you can change it from the standard 48 hours to 24 or whatever suits your business.
Step 6: I've got a client portal open here and this is the messages screen show for example. Here's a reminder email sent out that this appointment is the client was booked into a semi-private training group and you know I need the client. This is a reminder for the upcoming appointment and the time and name of that appointment and some information just to log in and your business name.