Time Off & Cancellations
Life happens. Here's how to handle schedule changes, time off, and last-minute cancellations.
Need to Cancel Availability Last-Minute?
The Process
- Notify us immediately via Slack or email. Let us know the dates and times affected and the reason.
- Remove the time from Calendly right away so no new customers book into those slots.
- Flag any booked appointments during the affected time. We'll work together to reschedule those customers.
Planned Time Off
If you know in advance that you'll be unavailable, the best approach is to handle it before the scheduling cutoff.
Before the Cutoff
If you know about time off before the scheduling cutoff date (1 week before the pay period starts), simply don't post availability for those days in Calendly. Since the cutoff export is the payroll record, those days won't appear and no adjustment is needed.
After the Cutoff
If something comes up after the cutoff and your availability is already locked in, follow the cancellation process above. The hours will be deducted from that period's pay as an adjustment.
What About Booked Customers?
If customers have already booked into time slots you need to cancel, let us know which appointments are affected. We'll handle rescheduling those customers with another specialist or finding them a new time.
Don't leave booked customers hanging. Even if you remove the time from Calendly, customers who already booked will still expect their meeting. Always flag booked appointments so we can take care of them.
Quick Reminders
- You get paid for availability, not just meetings. No-shows don't affect your pay; you held the time.
- Slots must be posted 7+ days in advance to be eligible for pay, even if entered before the cutoff.
- The Calendly export on the cutoff date is the record. If it's not on the report, it doesn't count.
- Cancelled hours = deducted hours. Removing time from Calendly removes it from pay.
- Always notify us. Slack or email; just let us know what's changing and when.