How To Update Cancellation and Reschedule Links For Your Calendar

Overview

Keeping cancellation and reschedule links up to date ensures clients can manage their appointments easily while protecting your time and minimizing no-shows. PXME allows you to set up these links, define time limits, and even automate updates with appointment status triggers—giving clients flexibility while keeping your practice’s policies in place.

Step 1: Update the Custom Values in the Calendar

1. Go to Settings > Calendars.

2. Select the calendar you want to edit and click the pencil icon.

3. In the popup, navigate to Notifications & Additional Options.

4. Scroll to Additional Notes.

5. Update the custom values to activate the links:

   • Reschedule: {{appointment.reschedule_link}}

   • Cancellation: {{appointment.cancellation_link}}
     ⚠️ Important: Replace reschedule_link and cancellation_link with the exact values above.

6. Click Save to confirm changes.

Step 2: Set Time Limits for Rescheduling and Cancellation

• Define how far in advance changes can be made (e.g., 24 hours before appointment).

• These limits help reduce last-minute disruptions and protect your availability.

• Always communicate policies clearly in confirmation emails or booking notes so clients understand expectations.

Step 3: Track Rescheduled Appointments

• When an appointment is rescheduled, PXME automatically adds a “Rescheduled to” tag.

• The previous date and time are also displayed in both the appointment list view and the appointment modal.

• This provides a clear audit trail of changes.

Step 4: Automate with Appointment Status Triggers

1. Use the Appointment Status Trigger to launch a workflow whenever an appointment is canceled or rescheduled.

2. Add the Update Appointment Status Action to keep records current in PXME automatically.

3. Monitor changes under Calendars > Appointments.

This ensures your team is always up to date without needing manual intervention.

FAQs

Q: What if my reschedule or cancellation links aren’t working?
Double-check that you used the correct custom values ({{appointment.reschedule_link}} and {{appointment.cancellation_link}}) and saved changes.

Q: Can I customize the reason for cancellation?
Yes. Add a text field to the cancellation form to let clients provide their reason.

Q: What happens if I change the time limits for cancellations or reschedules?
All future appointments will follow the new rules. Inform clients of the change to avoid confusion.

Q: How do I make sure clients know about my policies?
Include policies in:

• Confirmation emails

• Reminder SMS messages

• The booking page