How to reschedule or cancel an upcoming appointment as a coach

Overview

Use this guide to reschedule or cancel an upcoming appointment. You will access the booking details and choose to either pick a new time or cancel it.

Before you start

• You have an upcoming scheduled appointment.
• The booking meets the rescheduling or cancellation policy requirements.

When to reschedule vs. cancel

Reschedule an appointment when you or the student needs to change the time but still wants to meet. Cancel when the meeting won't happen at all. Keep in mind that rescheduling maintains continuity for the student, while cancellations may affect your hours and the student's learning momentum.

Policy considerations

Most organizations have cancellation and rescheduling policies that specify minimum notice periods. Check your organization's requirements before making changes. Late cancellations or no-shows can affect your standing as a coach, while rescheduling with adequate notice is usually encouraged when conflicts arise.

Communication tips

When you reschedule or cancel, the family receives an automatic notification. However, sending a personal message explaining the situation and, when rescheduling, proposing alternative times can strengthen your relationship with families and demonstrate professionalism.

Steps

1. 1

   Sign in as a coach

   Go to login

   Use your coach account credentials to access the dashboard.

   
2. 2

   Navigate to Sessions

   Go to the Sessions page to view your upcoming scheduled appointments.

   
3. 3

   Select the appointment

   Find the meeting you want to reschedule or cancel and click View to open the details.

   
4. 4

   Open appointment actions

   Click the Session actions menu (three dots) to see available options for this booking.

   
5. 5

   Choose Reschedule or Cancel

   Select Reschedule to pick a new date and time, or Cancel Session to cancel it entirely. Cancel Session opens a similar confirmation dialog that shows the cancellation policy and asks you to confirm.

   
6. 6

   Complete the action

   Pick a new date and time, review the details, then click Confirm Reschedule (or Cancel Session, if canceling). The student and parent will be notified of the change.

   

What you'll accomplish

• The appointment is rescheduled to a new time, or cancelled.
• The student and parent receive notification of the change.

Related Guides

• How to schedule a session - Book new appointments with students
• How to request time off - Schedule planned absences
• How to update calendar availability - Manage your schedule
• Smart Scheduling - How Gigpie's scheduling engine works