Ensure that you have access to the Client page or Diary in Rehab Guru, and have upcoming appointments scheduled.
What changed. Since September 2026 you can stop clients cancelling or rescheduling through the booking portal too close to the appointment start. That restriction applies to the booking portal only. The two routes in this guide are staff routes and are never blocked. See Restricting late cancellations and reschedules.
In Rehab Guru, you can reschedule or cancel existing appointments from both the client’s profile and the diary page. This guide walks you through both processes.
Step 1: Rescheduling or Cancelling an Appointment from the Client’s Page
Navigate to the Clients page and click View next to the client whose appointment you want to change or cancel.
In the client’s profile, click on the Appointments tab from the left-hand menu. You will see a list of upcoming appointments.
To reschedule or cancel an appointment, click on the three vertical dots (the Actions button) next to the appointment. Click on the option to Show details.
Accessing options to change or cancel an appointment
To cancel the appointment, click on Cancel. A confirmation pop-up will appear asking if you want to cancel the appointment. Click Confirm to cancel it.
Cancelling an Appointment from the Client page
To change the appointment time, click Reschedule. The Reschedule Hours pop-up will appear, allowing you to choose a new day and time. You can either select from the available automated options or create a custom time by entering the specific hours and minutes.
Rescheduling the appointment by choosing a new time or setting custom hours
After selecting the new time, click Update Hours to confirm the change.
Step 2: Changing or Cancelling an Appointment from the Diary Page
Navigate to the Diary page to find the appointment you wish to change or cancel. Click on the specific appointment.
Selecting an appointment from the Diary page
Use the 3 dot Actions menu to either cancel, or reschedule, the appointment.
Using the Action menu to reschedule or cancel an appointment
To cancel the appointment, click Cancel and confirm the cancellation by clicking Confirm.
To reschedule the appointment, click on Reschedule. The Reschedule Hours pop-up will appear, allowing you to select a new time or create a custom appointment time, just as you would on the client’s page.
Rescheduling an appointment from the Diary page
Stopping clients making late changes themselves
Clients can reschedule or cancel their own appointments if you include the merge tags in your appointment confirmation emails. See How to use the Cancel or Reschedule Appointment Links in Emails.
If you would rather they did not do that at the last minute, set a late change restriction in Account, then Appointments, then Settings. Under Late change restrictions there are two independent controls, No cancellation within and No rescheduling within. Inside the window you set, the links in your emails show the client a notice asking them to contact you instead. See Restricting late cancellations and reschedules.
These restrictions apply to the booking portal only. You can still cancel or reschedule from the diary or the client page at any time, however close the appointment is.
Cancelling an appointment here releases any resource it was holding straight away, so the time becomes available to the rest of the team again. See Setting up appointment resources.