--- title: "Scheduling: Cancelling Staff Appointments" description: Learn how to cancel a session when staff are unavailable in Hi Rasmus, create an unassigned appointment, reassign coverage, and undo a cancellation. --- [Skip to content](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#main-content) English Show submenu for translations [Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new?hsLang=en) [Customer portal](https://help.hirasmus.com/helpdesk?hsLang=en) ![hr\_logo\_black-Nov-05-2025-09-29-05-2338-PM](https://help.hirasmus.com/hs-fs/hubfs/hr_logo_black-Nov-05-2025-09-29-05-2338-PM.png?width=296&height=80&name=hr_logo_black-Nov-05-2025-09-29-05-2338-PM.png) Open main navigation Close main navigation - English Show submenu for translations - [Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new) - [Customer portal](https://help.hirasmus.com/helpdesk) - hirasmus.com hirasmus.com Hi! How can we help you? - There are no suggestions because the search field is empty. 1. [Hi Rasmus Help Center](https://help.hirasmus.com/knowledge?hsLang=en) 2. [Scheduling](https://help.hirasmus.com/knowledge/scheduling?hsLang=en) 3. [📆 Scheduling: Creating and Updating Appointments and Events](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-creating-and-updating-appointments-and-events) October 14, 2026 # Scheduling: Cancelling Staff Appointments ## Learn how to cancel a staff appointment, create an unassigned appointment for coverage, and reassign the session to another staff member. **In this article:** - [When to Use This Feature](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#when-to-use) - [Cancel a Staff Appointment](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#staff-cancel) - [Reassign an Unassigned Appointment](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#reassign) - [Reporting and Documentation](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#Reporting) - [Undo a Cancellation](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#undo) - [Quick Reference](https://help.hirasmus.com/knowledge/scheduling-cancelling-staff-appointments#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). ### When to Use This Feature - A staff member calls out sick or is otherwise unavailable for a scheduled session - The client session still needs to be covered and you are actively looking for a replacement - You want the session to remain visible on the schedule in the unassigned bucket rather than disappearing from view ### 📹 Watch: Staff Cancellation - Unassigned Appointment Creation ### **Step-by-Step Instructions** **Step 1: Navigate to the Overview and Locate the Appointment** 1. Go to your Overview in the scheduler. 2. Use the filter to display your current staff for the relevant time period. You can toggle between week view and day view — day view is recommended when managing same-day coverage. 3. Locate the appointment for the client whose staff member is unavailable. **Step 2: Open the Appointment and Set the Status** 1. Click on the appointment to open it. 2. From the status dropdown, change the appointment status from Scheduled to Canceled. ![Screenshot 2026-06-08 at 3.52.42 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-06-08%20at%203.52.42%20PM.png?width=214&height=338&name=Screenshot%202026-06-08%20at%203.52.42%20PM.png) 3. Select the cancellation reason (e.g., Sick). ![Screenshot 2026-06-08 at 3.53.28 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-06-08%20at%203.53.28%20PM.png?width=374&height=251&name=Screenshot%202026-06-08%20at%203.53.28%20PM.png) **Step 3: Select the Unassigned Appointment Option** 1. After selecting Staff Cancellation as the cancellation type, a checkbox will appear: *“Create an unassigned appointment for this client to reschedule with another staff member.”* 2. Check this box if you still need coverage for this session. ![Screenshot 2026-06-03 at 1.41.31 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-06-03%20at%201.41.31%20PM.png?width=512&height=325&name=Screenshot%202026-06-03%20at%201.41.31%20PM.png) **Step 4: Submit and Save** 1. Click Submit. 2. When prompted to save, select Save My Changes. 3. **Important:** Apply the change to this appointment only — do not apply to recurring appointments unless intended. 4. Click Apply on Calendar/Visualization to confirm. **Step 5: Confirm the Result on the Schedule** **![Screenshot 2026-06-08 at 3.54.13 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-06-08%20at%203.54.13%20PM.png?width=670&height=297&name=Screenshot%202026-06-08%20at%203.54.13%20PM.png)** **After saving, verify the following on your calendar:** - The original appointment now appears in red, marked as canceled. It will be visible in cancellation reports. - The client’s name now appears in the Unassigned bucket on the left side of the schedule, indicating that coverage is still needed. ![Screenshot 2026-06-08 at 3.54.34 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-06-08%20at%203.54.34%20PM.png?width=670&height=361&name=Screenshot%202026-06-08%20at%203.54.34%20PM.png) ### **Reassigning the Session to a Staff Member** **Once the unassigned appointment is created, you have two options to assign coverage:** **Option A: Use the Top Matches Feature** 1. Click on the unassigned appointment in the Unassigned bucket. 2. Select User to view a list of Top Matches — staff members who have worked most frequently with this client. 3. Click the checkmark next to a staff member’s name to confirm their availability. 4. Assign the session to the selected staff member. **Option B: Drag and Drop on the Schedule** 1. Review the schedule visually to identify which staff members are available during this time slot. 2. Drag the unassigned appointment from the Unassigned bucket and drop it onto the available staff member’s column. 3. When prompted, confirm that you are editing only this one appointment (not the recurring series). Save the changes. The appointment will now appear on the schedule under the newly assigned      staff member. **\*\*The system will not alert you if a user is scheduled with a client they are not linked to. You may need to manually link your client and user.**  ### **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. ### **Notify Staff of a Cancellation** When cancelling a client appointment, check **\[Notify assigned staff\]** to let the staff member know their session was canceled. ![Screenshot 2026-10-09 at 2.28.22 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-10-09%20at%202.28.22%20PM.png?width=338&height=215&name=Screenshot%202026-10-09%20at%202.28.22%20PM.png) The staff member will see the notification in the bell icon and in their notifications list in Hi Rasmus. ![Screenshot 2026-10-09 at 2.31.45 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-10-09%20at%202.31.45%20PM.png?width=326&height=105&name=Screenshot%202026-10-09%20at%202.31.45%20PM.png) ### 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 **\[Save My Changes\]**. *![Screenshot 2026-10-09 at 2.30.49 PM](https://help.hirasmus.com/hs-fs/hubfs/Screenshot%202026-10-09%20at%202.30.49%20PM.png?width=144&height=74&name=Screenshot%202026-10-09%20at%202.30.49%20PM.png)* ### Quick Reference | Situation | What to Do | | --- | --- | | Staff calls out, session needs coverage | Cancel → select reason → **Staff** type → check the unassigned appointment box → Submit | | Coverage found with Top Matches | Open unassigned appointment → **User** → choose from Top Matches | | Coverage found visually | Drag unassigned appointment to an available staff member | | Cancellation was a mistake or plans changed | Open appointment → **Undo Cancellation** → OK → Save | 💡 Always confirm you’re saving changes for this appointment only, unless you mean to update the whole recurring series. Questions about cancelling a STAFF appointment? Click **HERE.**  *- Updated October 2026* - [Getting Started](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#main-content) - [Quickstart Guide](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#quickstart-guide) - [Hi Rasmus 101: Using Hi Rasmus as a Behavior Technician](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-as-a-behavior-technician) - [Hi Rasmus 201: Hi Rasmus Guide for BCBAs / Behavior Analysts](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-201-hi-rasmus-guide-for-bcbas-behavior-analysts) - [Hi Rasmus 101: Using Hi Rasmus in a Multi-Disciplinary Setting](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-in-a-multi-disciplinary-setting) - [Managing Clients & Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#main-content) - [Managing Clients](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-clients) - [Managing Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-users) - [Client \<\> User Access](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#client-user-access) - [User Privileges](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#user-privileges) - [Multi-factor Authentication (MFA)](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#multi-factor-authentication-mfa) - [Single Sign On](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#single-sign-on) - [Staff Licenses](https://help.hirasmus.com/knowledge/staff-licenses?hsLang=en) - [Creating Programs](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#main-content) - [Your Program Library](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#your-program-library) - [Program Setup: Prompt Levels and Workflows](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-prompt-levels-and-workflows) - [Program Setup: Program Building Blocks](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-program-building-blocks) - [Creating Programs by Type](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#creating-programs-by-type) - [Specific Program Capabilities](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#specific-program-capabilities) - [Featured Programs and Library Catalog](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#featured-programs-and-library-catalog) - [Client Progress](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#main-content) - [Reviewing Client Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#reviewing-client-data) - [Program Modifications](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#program-modifications) - [Client Progress Reports](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#client-progress-reports) - [Assessment Results](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#assessment-results) - [Exporting Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#exporting-data) - [Operational Tools, Reporting and Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#main-content) - [Single Client Reporting / Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#single-client-reporting-auditing) - [Cross Client Reporting / Auditing (Premium)](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#cross-client-reporting-auditing-premium) - [Activity Time Change Requests](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#activity-time-change-requests) - [Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#main-content) - [Setting Up a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#setting-up-a-client-session) - [Running a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#running-a-client-session) - [Completing Session Notes](https://help.hirasmus.com/knowledge/sessions?hsLang=en#completing-session-notes) - [Group Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#group-sessions) - [Reviewing and Editing Sessions / Activities](https://help.hirasmus.com/knowledge/sessions?hsLang=en#reviewing-and-editing-sessions-activities) - [Supervision Mode](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#main-content) - [Supervision Criteria](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-criteria) - [Supervising Live Sessions](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervising-live-sessions) - [Supervision Session Notes](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-session-notes) - [Templates](https://help.hirasmus.com/knowledge/templates?hsLang=en#main-content) - [Session Notes](https://help.hirasmus.com/knowledge/templates?hsLang=en#session-notes) - [Forms](https://help.hirasmus.com/knowledge/templates?hsLang=en#forms) - [Treatment Plans and Progress Reports](https://help.hirasmus.com/knowledge/templates?hsLang=en#treatment-plans-and-progress-reports) - [Activity Types](https://help.hirasmus.com/knowledge/templates?hsLang=en#activity-types) - [Integrations](https://help.hirasmus.com/knowledge/integrations?hsLang=en#main-content) - [Aloha ABA Integration](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-aba-integration) - [Aloha Integration: FAQ And Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-integration-faq-and-troubleshooting) - [Lumary Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-overview) - [Lumary Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-set-up) - [Lumary Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-running-and-reviewing-sessions) - [Lumary Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-faq-and-troubleshooting) - [Boost Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-overview) - [Boost Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-set-up) - [Boost Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-running-and-reviewing-sessions) - [Boost Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-faq-and-troubleshooting) - [Camber Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-overview) - [Camber Integration: Set up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-set-up) - [Camber: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-running-and-reviewing-sessions) - [Camber: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-faq-and-troubleshooting) - [TherapyPM](https://help.hirasmus.com/knowledge/integrations?hsLang=en#therapypm) - [Offline Mode](https://help.hirasmus.com/knowledge/offline-mode?hsLang=en) - [Parents](https://help.hirasmus.com/knowledge/parents?hsLang=en) - [RBT Training](https://help.hirasmus.com/knowledge/rbt-training?hsLang=en) - [Outcomes](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#main-content) - [Data Accessibility](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#data-accessibility) - [AI](https://help.hirasmus.com/knowledge/ai?hsLang=en#main-content) - [AI Note Auditor](https://help.hirasmus.com/knowledge/ai?hsLang=en#ai-note-auditor) - [Scheduling](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#main-content) - [🏁 Scheduling: Getting Started](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-getting-started) - [🛠️ Scheduling: Set Up](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-set-up) - [⚙️ Scheduling: Calendar Views and Settings](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-calendar-views-and-settings) - [📆 Scheduling: Creating and Updating Appointments and Events](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-creating-and-updating-appointments-and-events) - [✅ Scheduling: Completing Scheduled Appointments](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-completing-scheduled-appointments) - [📈 Scheduling: Appointments Reporting](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-appointments-reporting) - [Frequently Asked Questions](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#main-content) - [Subscription and Invoices](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#subscription-and-invoices) - [Device and App Info](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#device-and-app-info) - [Recovering Deleted Items](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#recovering-deleted-items) - [2027 CPT Codes](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#2027-cpt-codes) - [Settings](https://help.hirasmus.com/knowledge/settings?hsLang=en) - [New and Coming Soon!](https://help.hirasmus.com/knowledge/new-and-coming-soon?hsLang=en#main-content) - [Coming Soon](https://help.hirasmus.com/knowledge/new-and-coming-soon?hsLang=en#coming-soon) [![Chill listening crop-3](https://help.hirasmus.com/hs-fs/hubfs/AppLogo.png?width=98&height=27&name=AppLogo.png "Chill listening crop-3")](https://hirasmus.com) Help Center Copyright © 2026, Hi Rasmus Inc.