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Canceling and Rescheduling Bookings as an Organizer

Last updated on Jul 07, 2026

Overview

As an organizer in Schedly, you manage confirmed bookings that come in through your Event Types and Service Booking pages. From time to time you'll need to cancel a meeting entirely or move it to a better time. This article walks you through canceling and rescheduling both single bookings and recurring series, how attendee notifications are handled, how it affects your connected calendar and video links, and how to restore a booking you canceled by mistake. Admins and Members with organizer permissions can perform these actions.

Prerequisites

Before you start, make sure you have:

  • A Schedly account with Admin or Member role that has organizer access to the booking. Guests can only view schedules, not cancel or reschedule them.
  • The booking must be confirmed. If the event type has Requires confirmation checked and the booking is still awaiting approval, it isn't a confirmed booking yet and is handled from the pending queue instead.
  • Schedly Connect should be linked to your calendar if you want cancellations and reschedules to update your connected calendar automatically.

Step-by-Step Instructions

Canceling a Single Booking

  1. Log in to Schedly at the main login page using your email and password, Sign in with SAML/OIDC, or Sign in with magic link.
  2. From your dashboard, click Schedly Services in the main navigation menu.
  3. Open the booking you want to manage from your list of scheduled bookings.
  4. Click Cancel on the booking detail view.
  5. In the cancellation dialog, choose This booking only so the change applies to just that single event.
  6. Add a Cancellation reason in the provided field. This reason is included in the notification sent to attendees, so keep it clear and specific.
  7. Click Confirm cancellation to finalize.

Canceling a Recurring Series

  1. Open the booking that is part of a recurring series.
  2. Click Cancel.
  3. In the cancellation dialog, choose one of the two options:
    • This booking only — cancels just the selected occurrence and leaves the rest of the series intact.
    • This and all following bookings — cancels the selected occurrence and every future occurrence in the series.
  4. Enter a Cancellation reason so attendees understand why the series (or occurrence) is ending.
  5. Click Confirm cancellation.

Because a recurring series can affect many attendees at once, always double-check whether you selected the single occurrence or the entire series before confirming.

Rescheduling a Booking and Proposing New Times

  1. Open the booking you want to move from Schedly Services.
  2. Click Reschedule.
  3. Pick a new date and time from the available slots, which are drawn from your connected calendar availability via Schedly Connect.
  4. If you'd rather let the attendee choose, use Propose new times to send the attendee a set of alternate slots. The attendee then selects the option that works best, and the booking is updated when they confirm.
  5. Optionally add a short note explaining the change.
  6. Click Save to apply the new time.

For a recurring series, rescheduling one occurrence moves only that occurrence unless you select the option to apply the change to this and all following bookings.

Key Details & Limits

  • Cancellation reasons are attached to every cancellation notification, so attendees always see why a booking was canceled.
  • Cancellation and reschedule policies you set on your Event Types determine how far in advance changes are allowed and what messaging attendees receive.
  • Event durations across your event types range from 15 minutes to 120 minutes; rescheduling keeps the original duration unless you edit the event type.
  • Insights data updates in real time, so canceled and rescheduled bookings are reflected immediately in your analytics.
  • Plan availability: the Basic Plan ($10/month) includes event types and service booking; the Pro Plan ($25/month) adds team management and insights; the Enterprise Plan offers custom pricing with priority support.
  • When Schedly Connect is linked, canceling a booking removes the corresponding calendar event and any generated video link, and rescheduling updates both the calendar entry and the video link to the new time.

Frequently Asked Questions

How are attendees notified when I cancel a booking? Schedly automatically emails all attendees on the booking a cancellation notice that includes the Cancellation reason you entered. You don't need to message them separately.

Will canceling remove the event from my connected calendar? Yes. With Schedly Connect linked, the booking's calendar event is automatically removed. If you cancel an entire recurring series, all future calendar entries in that series are removed as well.

What happens to the video conferencing link when I reschedule? When you reschedule, Schedly updates the calendar event and the associated video link to reflect the new time, and attendees receive the updated details in their notification.

Can I let the attendee pick a new time instead of choosing one myself? Yes. Use Propose new times during the reschedule flow to send the attendee alternate slots. The booking updates automatically once they select and confirm one.

Does canceling one occurrence cancel the whole recurring series? No. When you choose This booking only, only the selected occurrence is canceled. To cancel the rest, choose This and all following bookings.

Are cancellations reflected in my analytics? Yes. Because Insights data is updated in real time, canceled and rescheduled bookings appear in your reporting right away. You can export this data in CSV and PDF formats.

Troubleshooting

The Cancel or Reschedule button isn't available. Confirm the booking is actually confirmed and not still pending host approval on an event type with Requires confirmation enabled. Also verify your role—Guests cannot cancel or reschedule.

Attendees say they didn't get a cancellation email. Ask them to check spam/junk folders and confirm their email address on the booking is correct. Notifications include the cancellation reason, so ensure you entered one before confirming.

The calendar event wasn't removed after canceling. Check that Schedly Connect is still linked to your calendar. If the connection has lapsed, reconnect it so future cancellations sync automatically.

I canceled a booking by accident. Reopen the canceled booking from Schedly Services and use Restore to reinstate it. Restoring re-adds the calendar event and video link and notifies attendees that the meeting is back on.

Related Topics

  • Creating and Editing Event Types — Configure duration, seats, confirmation, and cancellation policies for your bookings.
  • Schedly Connect Calendar Sync — Link your calendar so cancellations and reschedules update automatically.
  • Insights & Reporting — Track booking, cancellation, and attendance trends and export the data.
  • Requiring Confirmation on Bookings — Manage bookings that need host approval before they become confirmed.