How to cancel a meeting?

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 meetings. But how do you do this in Vectera?

 

How to cancel a meeting?

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

 

Dashboard

In the dashboard, you will see the first 5 upcoming meetings. If you want to cancel a meeting, click on the 'Cancel' button on the right side of the meeting 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.

 

 

Meetings overview

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

 

 

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 meetings 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' meetings visible for non-admin team members. If this box is unchecked, non-admin team members will only see their own meetings.

 

 

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 meeting types or you can customize the template of one specific meeting 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 meeting type

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

  2. If it's a personal meeting type, click on the tab 'Email templates'.
    If it's a team meeting 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.


Vectera is looking forward to your feedback so we can offer you the best scheduling and customer meeting experience. Set up your next customer meeting right away by logging into your account or sign-up for a free, fully-featured trial of Vectera!

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