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How to Allow a Client to Reschedule a Session/Event


In some situations, businesses may choose to allow clients to reschedule an event.  This can be done in StudioCloud using CloudBooking forms.  This support article contains various details and tutorials on how to set this up.

Required Subscription And StudioCloud Version

Required Subscription: PartnerBoost Subscription, EmployeeBoost Subscription, or CloudBooking Subscription
StudioCloud Version: 3.1.494 or later

Video Tutorial

Rescheduling Payment Warning

Important: If your reschedule booking form includes an invoice, payment, or contract then your client will be asked to sign the contract or process the payment.  Payments are not automatically refunded when rescheduling. It is the responsibility of the business to handle any refunds necessary caused when rescheduling.

Create a CloudBooking Rescheduling Form

A CloudBooking Rescheduling Form is exactly the same as a CloudBooking Form. The only difference between the two is when you fill out a rescheduling CloudBooking form it will automatically move the old session to the new timeslot and update the details in the session. Whereas a CloudBooking form would just create a new session instead of moving the old session.

Click here for a tutorial on how to create a CloudBooking Form

How to add a Rescheduling CloudBooking Form Link to an Email Template

A new action is available when setting up an Email Template ( How to Create/Edit an Email Template ) which is a button called Insert Reschedule CloudBooking Form.  When this template field is used it will automatically populate a special personalized CloudBooking URL that your client can click.  The form will already know who the client is and what the event is.  When the client submits the form it will update the existing event with the new details submitted.

How to add a Rescheduling CloudBooking Form to a CloudAlert

To add a rescheduling cloudbooking form to a cloudalert do the following steps:

  1. Identify the email template that is used for the CloudAlert
    1. You can identify which email template is used by which cloudalert by doing the following steps:
      1. Click on Settings
      2. Click on Email Templates
      3. Look at the "Used By" column to see which CloudAlert is using which email template
  2. Follow the instructions above under the "How to add a Rescheduling Cloudbooking Form Link to an Email Template"

How to add a "Reschedule Session" button To the Client Portal

You can also allow your clients to reschedule from the client portal.  To do this, you have to associate the rescheduling CloudBooking form with a calendar type.  Please note, if you create a form for rescheduling that allows the client to select from various calendar types then they will have the option to change the calendar type for their event.  If you do not want them to do that then you will need to create a CloudBooking form that is only for one specific calendar type.

  1. Create or edit an calendar type or calendar sub type ( How to Setup Calendar Types or How to Create/Edit Calendar Sub-Types)
  2. Click on the Settings tab
  3. Click the Select CloudBooking Form button
  4. Find the form you want to use for this calendar type and click the Select CloudForms Link button
  5. Click the Save button to save the calendar type or calendar sub type

Tips for Rescheduling Forms

A form for rescheduling an event is the same as any other CloudBooking form.  Please see the support article CloudBooking Setup for help setting up a CloudBooking form. Below are some recommendations for a rescheduling form.

  1. If you don't want the client to be able to change general information (name, email, etc...) make sure you uncheck the Text Input Editable option for those fields

  2. There are already fields in the CloudForms that allow you to display event information that cannot be edited like start date and time, end date and time, notes, address, etc...  Please note, if you add in event details but the link your client clicks does not include a session then those fields will be blank.
  3. The easiest way to create a form for rescheduling is to duplicate an existing from and modify as necessary including making some fields uneditable and adding in existing session details.