It's always great when a guest books a meeting, but sometimes the timing is just not perfect. Therefore, it's very convenient that you can cancel appointments. But how do you do this in Vectera?

How to cancel an appointment?

When a client books a meeting you will notice that the appointment will appear on your dashboard and will also show in your appointments overview.

Dashboard

In the dashboard, you will see the first 5 upcoming appointments. If you want to cancel an appointment, click on the 'Cancel' button on the right side of the appointment information box.

Once you've clicked on Cancel, a pop-up will appear which gives you the option to send or to don't send a cancellation email. Click on one of the options and the meeting will be canceled or click on 'Don't cancel' if you don't want to cancel the meeting.

Appointments overview

On the appointments overview page, you'll see a similar appointment information box as on the dashboard. Hover over the box and a bin icon will appear. Click on the bin icon to cancel the appointment.

Once you've clicked on the bin icon, a pop-up will appear which gives you the option to send or to don't send a cancellation email. Click on one of the options and the meeting will be canceled or click on 'Don't cancel' if you don't want to cancel the meeting.

The team admin can choose to make appointments of other team members (in)visible for non-admin team members. Go to the team settings and check the box to make other team members' appointments visible for non-admin team members. If this box is unchecked, non-admin team members will only see their own appointments.

Cancellation email template

If you choose to send a cancellation email to inform the guest that the meeting is canceled, the text in the email will depend on what you've set up. It can be either a default email or a custom email.

If you want to customize the email template you can change the default email template, which affects all your appointment types or you can customize the template of one specific appointment type.

Default email template

  1. Go to the Scheduling page and click on the 'Change your preferences' button or click on this link

  2. Scroll down until you see 'Edit your email templates'

  3. Click on 'Client cancellation email' and edit the template. Make sure that the {details} tag is in the Text box as it is required!

  4. Hit 'Save'

Specific appointment type

  1. Go to the Scheduling page and click on the 'Edit' button of the appointment type that you want to change.

  2. If it's a personal appointment type, click on the tab 'Email templates'.
    If it's a team appointment type, click on the tab 'Hosts' open the information of the relevant host and scroll down until you see 'Edit your email templates'.

  3. Click on 'Client cancellation email' and edit the template. Make sure that the {details} tag is in the Text box as it is required!

  4. Hit 'Save'

Tip: use Markdown to style the text, this help article will guide you.


The Vectera team is looking forward to your feedback. Our main goal still is to improve your experience in creating online meeting rooms. Eager to get going? Log into your account or get started with a free, fully-featured trial of Vectera!

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