Practical guides
How to keep training cancellations clear for everyone
“I cannot make tomorrow” is the start of a scheduling change, not its final status. A reliable cancellation record should tell the coach and client what was requested, what was decided and which appointment is now in the calendar.
Keep the request and decision separate
Record which appointment the client means, when the request arrived and the preferred alternative if one was offered. Until the change is confirmed, keep it marked as a request. This avoids two people acting on different assumptions about the same time slot.
- Requested: the client has asked for a change.
- Confirmed cancellation: the original appointment will not take place.
- Rescheduled: the replacement has its own confirmed date and time.
Treat attendance and payment as different records
A cancelled session is not the same as an attended one. Record any change to a paid-session balance separately, using the terms already agreed with that client. Keep the reason visible to the people who need to understand it. This guide does not prescribe a fee or a universal cancellation deadline.
Close both sides of a reschedule
Send a confirmation that states the original appointment and the replacement, including location and time zone where relevant. If the coach cancels, use the same explicit confirmation process. In a group class, change the affected person's booking without cancelling the whole group's event.
Review the pattern without blaming the client
Count requested changes, confirmed cancellations and missed appointments separately. Repeated changes may point to an unsuitable regular slot. A useful review asks whether a different time or format would work better; a raw cancellation count does not explain the circumstances.
Questions, answered
Should I delete the original appointment?
Keeping its status and change history makes later calendar and balance checks clearer. Remove neither the original event nor the explanation just to make the calendar look tidy.
How are cancellations confirmed?
Clients request a cancellation or a new time, coaches confirm the decision, and the calendar retains the history and counts. Configure cancellation rules and Telegram, WhatsApp and Viber notifications for both sides about sessions, payments and changes.