How to cancel & reschedule a trial class

Introduction:

Sometimes leads who have booked a trial class might need to reschedule for another time or cancel their appointment altogether.

In this article, you are going to learn the process of cancelling & rescheduling an appointment in StudioHub.

Cancelling a Trial Class:

First, we're going to go through the process of cancelling an appointment.

Step 1: Find the Contact

• Click on the conversations tab on the left-hand menu
• Click on the ‘All Conversations’ tab
• Click the lead's conversation to cancel their appointment.

Step 2: Find the Appointment

• Click on the calendar icon in the top right-hand side of your screen.
• Locate the appointment that needs to be cancelled and click on it.

Step 3: Change the Status

• In the pop-up window, select the "Confirmed" status on the bottom left-hand side and change it to "Cancelled".
• Then click "Save Appointment"

Step 4: Follow-up

• Type out and send the lead a message to confirm the cancellation and ask if they would like to reschedule. 
  For example: "Thank you for the heads up, would you like to reschedule for another time?"

⚠️DISCLAIMER: 
Always cancel the original appointment before creating a new one. 
This ensures that the correct automation & appointment reminders go out. 
If you haven't canelled the original appointment yet, please go back and complete the cancellation process.

Rescheduling a Trial Class:

To reschedule a trial class that has been cancelled, you'll need to create a new appointment. This will ensure that your leads receive the correct appointment reminders:

Step 1: Double-check the Upcoming Appointments

• Double-check the 'Upcoming Appointments'. Make sure you cancelled the original appointment before you book a new one.

Step 2: Open the Booking Tool

• After the lead responds to your follow-up message, click on "Book Appointment" again.

Step 3: Enter Appointment Details

• Fill in the Appointment Title & Appointment Description with the name of the dancer and the class they are attending.
• Choose the new date for the class and the time it starts.
• Click on "Book Appointment"

Step 4: Double-check the Upcoming Appointments

• Double-check the Upcoming Appointments to make sure that you scheduled a new appointment:

Conclusion:

By following these steps, you will avoid any schedule confusion. This will also ensure that your leads get the right appointment reminders.