Cancellation Rules are a great way to reduce admin time spent on cancellations. With cancellation rules, you can automatically generate an invoice for a cancelled appointment, and/or notify staff of the cancellation.
📝 You may want to create a cancellation service type before setting up the appointment cancellation rules.
Setting up the cancellation rule
1. Select Setup, then Settings
2. In Rules click Appointment Cancellation
3. Click Create
4. Enter a name for your rule and select when the rule should be applied.
In this example, the rule will be applied if the client cancels with less than 24 hours' notice. When this is applied it will automatically generate an invoice.
5. In Email Notification select Disable
6. In Automated Invoice Creation select which service type will be applied to the invoice and enter any invoice notes required. This would be the Cancelation service type we set up prior.
7. Click Save
Using your Cancellation rule
Your cancellation rule will trigger automatically when an appointment is cancelled within the time period specified when creating the Rule.
1. Navigate to the Client, scroll to invoicing you will see that no invoice is displayed.
2. Scroll down and select the Appointments
3. Select the relevant Appointment
4. Then proceed to cancel the appointment.
🛑 The cancellation rule will be triggered for all cancellations, including if the reason is a Practitioner cancelled.
📝 If you would like practitioner cancellations excluded, vote on the idea
Notify Staff of a Cancellation
1. Select Setup, then Settings
2. In Rules click Appointment Cancellation
3. Click Create
4. Enter a name for the rule and select when the rule should be applied.
5. In Email Notification enter the email address you would like the notification to be
sent to.
6. In Automated Invoice Creation select Disable
7. Click Save
🔎 When the email notification is triggered, the email will appear like this:
🛑 You can only notify one email address via coreplus. If you would like to notify multiple email addresses, try setting up an auto-forward filter with your outlook, gmail or any other email provider.
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