FlourivateHelp Center

See, reschedule and cancel your appointments

Last reviewed October 21, 2026

Find any session on your calendar, book one for a client, move it, cancel it, and keep a record of no-shows.

When you're done, you'll know where every session lives, how to book one on a client's behalf, and how to move or cancel it without a back-and-forth.

Before you start

  • Time: 5 minutes to learn your way around.
  • You need: at least one session type. See Create a session type.
  • Good to know: saving a change to an appointment is live, and it may email or text your client. Click Cancel at the bottom of the dialog any time you only wanted to look.

See your week

  1. Go to Calendar. The Calendar View tab opens first.
  2. Pick Month, Week View or Day. Use Today and the arrows to move between dates.
  3. Check the time zone line at the top, for example "All times shown in EDT (America/New_York)". Every appointment shows in that time zone.
  4. To show only some appointments, click Manage View and filter by session type, team member or status.

Pick the view Calendar opens in

Go to Calendar > Settings and change Default View under General Settings. See Set confirmations, reminders and calendar defaults.

Find an appointment in a list

  1. Open the Appointments tab.
  2. Click Upcoming, Cancelled or All. Past sessions only show under All.
  3. Type in Search by title, or use Advanced Filters (meeting type and date range) and Sort by.
  4. Optional: click + Smart list to save the view you just built, like "This week's discovery calls".
  5. Optional: click Customize List to choose which columns show.

Book a session for a client

Use this when a client asks you to book them in, or you agreed a time by phone.

  1. On Calendar View click New, or on Appointments click New Appointment.
  2. Leave Appointment selected at the top.
  3. Choose the Calendar (the session type).
  4. Fill in Appointment Title and Select Contact. Both are required.
  5. Set Date & Time. Check the time zone shown there.
  6. Leave Meeting Location on Calendar Default unless this session is somewhere different.
  7. Add anything private for yourself in Internal Notes.
  8. Click Book Appointment.

Block off time

To keep a slot free for yourself (a long lunch, a school pickup, a workshop), start a new appointment and choose Blocked off time at the top instead of Appointment. No contact is needed. For whole days off, use Blackout Dates instead. See Set when clients can book you.

Reschedule a session

  1. On the Appointments tab, click Reschedule in the session's row. Or click the appointment on Calendar View (or its row) to open Edit Appointment and change Date & Time.
  2. Click Update Appointment to save.

Clients can also move their own session. The reschedule link ({{appointment.manage_url}}) can go in your confirmation and reminder emails. See Send branded booking confirmations and reminder emails.

Cancel a session

Either way works:

  • On the Appointments tab, click Cancel in the session's row.
  • Or open the appointment, set Status to Cancelled (the options are Confirmed, Pending and Cancelled), and click Update Appointment.

The session moves to the Cancelled tab and its time opens up again. Delete in the row removes the appointment entirely, so use Cancel if you want a record.

Two different Cancel buttons

Cancel at the bottom of the Edit Appointment dialog only closes the dialog without saving. The Cancel action in the appointment's row cancels the session.

Record a no-show

Keep a record so you can follow up kindly and spot patterns.

  1. Open the appointment.
  2. There's no no-show status, so click + Add Internal Note and add a line like "No-show, sent follow-up". Leave the status as it is.
  3. Click Update Appointment.
  4. Optional: add a "no-show" tag to the contact so you can find them later. The tag can also start a kind follow-up from a Tag Added workflow. See Tags and custom fields, in plain terms and Start from a workflow template.

Trace a change

If a client says "I never cancelled that", open the Activity Log tab. It lists recent appointment activity: what changed, who made the change (some entries say System), and when. The log is read-only and keeps recent events only.

Check it worked

  • A booked session shows under Upcoming and as a block on Calendar View at the right time.
  • A cancelled session shows under Cancelled.

If something's off

  • Book Appointment does nothing: fill in Appointment Title and Select Contact.
  • An appointment is missing: open All, clear search and filters, and check you're in the right workspace.
  • A session shows at the wrong hour: check the time zone line on Calendar View and your time zone in Settings > Workspace Profile.
  • Google events don't show here: that's set on the Sync tab. See Sync with Google Calendar.
  • A paid booking still shows as Pending: see Take payment when clients book.

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