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# Rescheduling or canceling an appointment

An **upcoming** appointment can be moved or canceled, from the agenda or from the session file. Klarity can notify the client by email and frees up the slot immediately. Once the session is past (completed, canceled or marked as a no-show), these actions are no longer offered.

# Understanding the two paths

There are two ways to act on a scheduled appointment:

- **From the agenda** — for a quick move, you **drag** the session to another slot on the calendar. A **Move session** dialog confirms the operation.
- **From the session file** — a full **Reschedule or cancel the session** panel offers two tabs: **Reschedule** and **Cancel**. This is the preferred path to cancel or to fine-tune the email sent to the client.

| A simple **click** on a session in the calendar opens its file; a **drag and drop** moves it. Only upcoming sessions can be moved: a **Completed**, **Canceled** or **No-show** session can no longer be moved from the calendar.

|| **Important — always edit from Klarity, never from your external calendar.** If your **Google Calendar** or **Outlook / Microsoft 365** calendar is connected, your Klarity sessions appear there, but **editing or deleting them directly in Google Calendar or Outlook has no effect on the Klarity agenda** (the sync is one-way). An appointment moved or canceled on the Google or Outlook side would stay unchanged in Klarity. Always go through the paths below.

# Moving an appointment

From the session file:

1. Click the session in the **Agenda** to open its file, then open **Reschedule or cancel the session** (the **Reschedule** tab).
   
2. Choose a **New slot** among your availability, or turn on **Choose another slot** to schedule outside your availability (evening, weekend, past date).
3. Keep **Notify the client of the change** on to send the automatic email (a preview of the message is shown), or turn it off to handle the communication yourself.
4. Click **Confirm the change**. The session is updated in your agenda.

|| If you move to a **past date**, Klarity asks for confirmation: the session will be logged as **already held** and no email will be sent. This action can't be undone.

# Canceling an appointment

1. From the session file, open **Reschedule or cancel the session** and switch to the **Cancel** tab.
2. Add a **Cancellation reason** if needed (for your internal notes), keep **Notify the client of the cancellation** on, and check **Suggest a new slot to the client** to include a link to your booking page in the email.
3. Click **Confirm the cancellation**, then confirm (**Yes, cancel the session**). The session moves to the **Canceled** status.

On cancellation, the slot becomes available again, no automatic recording is triggered, and the client's consent stays active for your future sessions.

| 💡 **Tip:** you can open these actions from the **"…"** menu at the top of a session file, without going back through the agenda.

# Related articles
- Blocking a slot
- The lifecycle of a session