Modify an appointment

All appointment management happens directly from the calendar. Click on any appointment to open it, then use the Actions menu to make changes.

Available actions

Action	What it does
Update payment method	Swap the payment method on the booking
Edit appointment time	Reschedule to a different day or time
Modify room	Move the appointment to a different room
Cancel appointment	Cancel a single appointment or upcoming instances in a series — inside the cancellation window, check Mark as late cancel to record a late cancellation
Delete appointment	Permanently remove the appointment from the calendar
Add session note	Write a private note tied to this specific appointment

Marking a no-show

If a client doesn't show up, don't check them in during or after the session. Arketa automatically marks unchecked appointments as no-shows once the session time has passed.

Rescheduling

Click Edit appointment time to move the appointment to a new date and time. The client receives an updated confirmation email with the new details.

Use Add session note to add notes specific to that appointment — client progress, what you worked on, things to follow up on. Notes are private to staff and visible on the appointment detail. They're separate from general client notes on the client's profile.

Session notes are a great habit for personal trainers and therapists — they make it easy to pick up right where you left off at the next session.

Refunds on cancellation

When you cancel an appointment:

Outside your late-cancel window, it's a standard cancellation and the client's credit is returned automatically
Inside the window, choose whether to Mark as late cancel and whether to Return credit to client
When you return credit, clients who paid drop-in are refunded (directly, or as account credit if your business refunds to account credit), and clients who used a package or subscription get the credit back