Updating and Cancelling Meetings

Sending an Update

When you cancel or make a change to an appointment for which invitations have already been sent, another email may need to be sent to notify those invitees of the changes.

Not all appointment changes require notifying invitees. Minor changes requiring no update could include updating the category or keyword on the appointment, changing the subject or details.

The more major changes that are important to update invitees about are changes that affect the scheduling, such as the date, time, or location.

Requesting New Responses to Updates

Sending updates on major changes to an appointment may require invitees to respond again. In this case, when updating, select the option to “Clear Responses” for any invitees that have already responded.

Update Email

Here is what the update email looks like to the invitee. They can use their calendaring service or application (Outlook, Google, Apple Calendar) to reply.

Sending a Cancellation

Changing the status of an appointment to cancelled/postponed, putting an appointment in the trash, or removing an external invitee, will require an email to notify the invitee(s) that the meeting is cancelled, so you will be prompted to send a meeting cancellation email.

Cancellation Email

Here is what the cancellation email looks like to the invitee.

If the appointment’s end date/time is in the past, an update or cancellation email will not be sent.

Meeting Status Change from Cancelled

When the status of an appointment is changed from cancelled/postponed to any other status, you will be prompted to send a new invitation to the external invitees.

In the case an appointment is restored from the Trash, there will be no prompts regarding this meeting until the appointment is edited again.

Changes Requiring Invitations/Updates/Cancellations

It is possible to make changes that require different types of emails to be sent out. For example, you could: add an external invitee (requiring invitation email), remove another external invitee (requiring cancellation email), and change the date of an appointment (requiring update email) all at once in an edit card before saving. In this case, you will be prompted to send each email in succession: invitation, update, and cancellation.

Bulk Changes

When a change is made to multiple appointments at once, and more than one of them has external invitees that would require sending updates/cancellations, an alert is shown to choose whether to deal with them together or individually.