Cancellation and Rescheduling Policies

By default, attendees can cancel or reschedule their bookings until the meeting starts. You can add minimum notice periods to a meeting type so last-minute self-service changes are blocked.

Review Policies

Set cancellation notice

Set rescheduling notice

What Are Cancellation/Rescheduling Policies?

These policies control:

• Cancellation Policy: how far in advance attendees may cancel themselves
• Rescheduling Policy: how far in advance attendees may move the booking themselves

You can:

• Allow changes anytime (default)
• Require advance notice (e.g., 24 hours before)
• Use different notice periods for cancellation and rescheduling

Configure Policies

1. Go to Meeting Types
2. Edit your meeting type
3. Open Availability
4. Scroll to Policies
5. Configure each policy:
   • Enable the policy
   • Enter the minimum notice
   • Choose Hours or Days
6. Save changes

Policy Units

Common Configurations

Allow All Changes (Default)

• Cancellation: Not enabled
• Rescheduling: Not enabled

Attendees can freely cancel or reschedule until the meeting starts.

Require 24-Hour Notice

• Cancellation: Enabled, Hours mode, 24 hours
• Rescheduling: Enabled, Hours mode, 24 hours

Attendees must cancel or reschedule at least 24 hours before the scheduled time.

Different Windows for Each Action

• Cancellation: Enabled, Hours mode, 48 hours
• Rescheduling: Enabled, Hours mode, 4 hours

Cancellations need 48 hours notice, but rescheduling only needs 4 hours (more flexible for changes than outright cancellations).

Use Cases

High-Value Consultations

Restrict both actions with 48-72 hour notice:

• You block significant time
• Last-minute changes disrupt your schedule
• Creates commitment from attendees

Paid Sessions

Restrict cancellations but allow rescheduling:

• Protects your revenue
• Provides flexibility for date changes
• Reduces no-shows

Resource-Heavy Meetings

Use longer notice periods:

• Room bookings or equipment involved
• Coordination with other parties
• Preparation that can't be transferred

Low-Commitment Calls

Keep defaults (no restrictions):

• Quick discovery calls
• Casual catch-ups
• Networking meetings

What Attendees See

When Allowed

Booking confirmation emails and the booking page show:

• Cancel button (if cancellation allowed)
• Reschedule button (if rescheduling allowed)

When Restricted

If within the restriction window:

• The self-service change is no longer available
• The attendee needs to contact you directly
• You can still make the change as the host

Interaction with Other Settings

With Minimum Notice

These are different settings:

• Minimum notice: How far ahead bookings must be made
• Cancellation policy: How far ahead cancellations must be made

Example: 24-hour minimum notice for new bookings, 48-hour notice for cancellations.

With Confirmation Required

If bookings require confirmation:

• Unconfirmed bookings may have different rules
• Policies typically apply to confirmed bookings

With Paid Bookings

For Stripe-integrated meetings:

• Cancellation may trigger refund policies
• Check your payment settings for refund behavior
• The cancellation policy determines when cancellation is allowed; payment settings determine refund amounts

Best Practices

Match Your Business Model

Communicate Clearly

In your meeting description:

• State the cancellation policy
• Explain why (if helpful)
• Provide contact info for exceptions

Balance Flexibility and Protection

Too strict:

• Attendees hesitate to book
• Poor experience for legitimate changes

Too loose:

• Higher no-show rates
• Last-minute schedule disruptions

Consider Time Zones

For international attendees:

• Shorter notice periods may fall during their night
• Allow reasonable windows for changes

Handling Exceptions

Even with policies enabled, you can:

1. Cancel manually: You can always cancel on their behalf
2. Reschedule manually: Create a new booking at the new time
3. Provide direct contact: Let them request exceptions via email

FAQ

Can I set different policies for different meeting types?

Yes, each meeting type has its own cancellation and rescheduling policy settings.

What happens to existing bookings if I change the policy?

Existing bookings keep the policy that was active when booked. New bookings use the new policy.

Can attendees still contact me to request changes?

Yes, policies only affect the self-service buttons. You can always make changes on their behalf.

Do these policies apply to me as the host?

No, you can always cancel or reschedule your own meetings regardless of policy settings.

How are no-shows handled?

Policies don't prevent no-shows. They only control whether attendees can cancel or reschedule themselves. For no-show management, consider confirmation requirements.

Related Articles

• Require Booking Confirmation
• Accepting Payments with Stripe
• Minimum Notice Settings