Appointments and the diary
Reschedule, cancel, or close an appointment
Understand who can move or cancel an appointment and who can record its outcome.
For: Owners, administrators, office admins, and practitioners recording their own outcomes
Reschedule or cancel
- Sign in as an owner, administrator, or office-admin team member.
- Open the appointment from Calendar or Bookings.
- In Manage appointment, choose Reschedule or Cancel.
- For a reschedule, choose a date, find available times, and confirm the new time.
- For a cancellation, enter the reason. Optionally tick "Cancel silently" to skip all cancellation notifications, then confirm.
Good to know: Only owners, administrators, and office admins can reschedule or cancel from the dashboard. They can do this after the customer notice window has passed. Practitioners cannot reschedule or cancel appointments. The new booking keeps the original location, service, provider, customer, duration, buffers, note, and answers. DiaryCare updates the appointment history and connected calendar. Ticking "Cancel silently" cancels the appointment without emailing or texting the customer or the practice; the connected calendar is still updated and the appointment history records that notifications were suppressed.
Record the outcome
- After the start time of a confirmed appointment has passed, choose Complete when it took place or No-show when the patient did not attend.
- Owners, administrators, and office admins can record the outcome for any appointment they can manage.
- A practitioner can record an outcome only for a confirmed appointment in their own diary after its start time has passed.
- Add an internal note if it will help the clinic record.
Good to know: Recording Complete or No-show closes the appointment to further changes.
Android booking preview
Reschedule, cancel, complete, and no-show actions in the Android preview affect synthetic in-memory records only. Rescheduling keeps the original synthetic record in history and creates a linked replacement, but the preview does not update Google Calendar or notify a patient.
Couldn’t find the answer?
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