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Professionals: How to Change the Date, Time, or Cancel a Session

Follow these steps to change your appointment details or cancel a session.

1. How to Change a Session's Time or Date

Follow these simple steps whenever you need to reschedule an appointment:

  1. Log in to your Kara Connect account.
  2. Click on the Sessions tab near the top of your screen.
  3. Find the appointment you want to change and click on it.
  4. In the window that pops up, click the Pencil icon ✏️ (the Edit button).
  5. Change the date or time to your new preferred slot.
  6. Click Save.

 

Editing Sessions

Once you click Save, your schedule updates automatically, and an email confirmation with the new date and time will be sent directly to your client!

2. How to Cancel a Session

Follow these simple steps whenever you need to cancel an appointment with a client:

  1. Log in to your Kara Connect account.
  2. Click on the Sessions tab near the top of your screen.
  3. Find the appointment you wish to cancel and click on it.
  4. In the window that pops up, click the Trash Can icon 🗑️ (the Cancel button).
  5. Choose the reason for cancelling from the list:
    • Cancelled by the Professional: Select this if you are cancelling the session yourself.
    • Cancelled by the Client: Select this if the client asked you to cancel.
    • Client did not show up: Select this if the client missed the appointment ("no show").
    • Other: Select this to type in your own reason (this note is private and only visible to you).
  6. Click Confirm to complete the cancellation.

Pro Tip: We recommend selecting the right reason because this will be helpful for reporting purposes.

We also DO NOT recommend deleting the information about a session unless the session was booked by mistake and you need to delete any records relating to the session.

For cancellations, we recommend keeping the information in your calendar with the correct cancellation reason.

5. You are able to charge for the session by ticking the box beside "Charge the client for this session" and selecting any of the payment methods you have enabled in your workstation.

To learn more about Payment options and how to charge your clients, click here.

If you are a professional in our Wellbeing Hubs Programme and the session that is being cancelled by the client is being paid with a Sponsored Credit, you will have the option to charge a credit for the session (if the client cancelled with less than 24 hours notice).

To learn more about this, please see here.

Cancelling Sessions

6. In the next pop-up, you will have the option to notify your client of the cancellation.

💡 Friendly Tip: To keep things clear and prevent any mix-ups, we always recommend sending a cancellation notification to your client whenever you cancel an appointment.