---
title: "Scheduling: Cancelling Client Appointments"
description: Learn how to cancel a client appointment in Hi Rasmus, notify assigned staff, find cancellations in reporting, and undo a cancellation.
---
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October 14, 2026
# Scheduling: Cancelling Client Appointments
## Learn how to cancel a client appointment, notify the assigned staff member, and undo a cancellation if plans change.
**In this article:**
- [Cancel a Client Appointment](https://help.hirasmus.com/knowledge/scheduling-cancelling-clients#cancel-client)
- [Notify Staff of a Cancellation](https://help.hirasmus.com/knowledge/scheduling-cancelling-clients#notify-staff)
- [Reporting and Documentation](https://help.hirasmus.com/knowledge/scheduling-cancelling-clients#report)
- [Undo a Cancellation](https://help.hirasmus.com/knowledge/scheduling-cancelling-clients#undo)
- [Quick Reference](https://help.hirasmus.com/knowledge/scheduling-cancelling-clients#quick)
### Before You Start
Cancellation reasons and cancellation types are set up at the organization level. To learn how to set up cancellation reasons, click [HERE](https://help.hirasmus.com/knowledge/scheduling-set-up-cancellation-reasons?hsLang=en).
Β
### Cancel a Client Appointment
1. Select **\[Scheduling\]** from the menu bar.
2. Select **\[Schedule For\]** or **\[Overview\]**.
3. Select the client or staff in **\[Schedule For\]** and locate the appointment. OR Navigate to the appointment in a filtered view inΒ **\[Overview\]**
4. Click the appointment to open it.
5. Change the status from **\[Scheduled\]** to **\[Canceled\]**
1. Select the cancellation reason (for example, **Sick**).
1. Select **\[Client\]** as the cancellation type.
2. Check **\[Notify assigned staff\]**, if applicable (see below).
3. Click **\[Submit\]**.
4. Select **\[This appointment\]** to apply the change to this appointment only.
5. Click **\[Save My Changes\]**.
The canceled appointment will appear in red on the schedule and in your cancellation report.
### Notify Staff of a Cancellation
When cancelling a client appointment, check **\[Notify assigned staff\]** to let the staff member know their session was canceled.
The staff member will see the notification in the bell icon and in their notifications list in Hi Rasmus.
### **Reporting and Documentation**
- The canceled appointment will appear in your cancellation report, tagged with the cancellation type and reason you selected.
- The unassigned appointment is separate from the canceled record and will remain in the Unassigned bucket until it is filled or removed.
### Undo a Cancellation
1. Click the canceled appointment to open it.
2. Click **\[Undo Cancellation\]**.
3. Click **\[OK\]**. The appointment will return to its previous status.
4. Click **\[Save My Changes\]**.
**
### Quick Reference
| Situation | What to Do |
| --- | --- |
| Client cancels | Cancel β select reason β **Client** type β notify assigned staff if needed β Submit |
| Cancellation was a mistake or plans changed | Open appointment β **Undo Cancellation** β OK β Save |
π‘ Always confirm youβre saving changes for this appointment only, unless you mean to update the whole recurring series.
Questions about cancelling a STAFF appointment? Click [**HERE.**](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments?hsLang=en)
*- Updated October 2026*
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