Edit Appointment Notes, Reschedule or Delete a Booking
Choose the right action for an existing appointment, save title and note changes, verify a new time and understand what deletion removes.
Start with the appointment already booked. A change to its notes, a new time and a deletion are different actions. Identify the right appointment before choosing one, especially when a contact has several visits.
Find and verify the appointment
- Confirm the location selected at the top of Office. Open Appointments and search by title, contact or phone.
- Review the date filters and Status. Select All if the confirmation status is uncertain, or use Clear to remove the filters.
- Use the row's calendar link to open the date in Calendar. Click the future event.
- In Event Details, compare Title, Date & Time, Contact, Calendar, Status and Notes with the visit you intend to change.
A phone number alone may match several visits. Check the date and calendar too. If a past event does not offer editing controls, ask Support about that record instead of creating another appointment as a substitute.
Choose the action that matches the request
- Edit Notes: edit the title and note on the existing event.
- Edit Schedule: open the date and time editing form.
- Confirm / Unconfirm: record or reverse attendance confirmation when offered. This does not remove the booking.
- Delete: remove the appointment after reviewing a separate confirmation.
For example, “bring the completed form” is a note; moving Friday's visit to Monday is a schedule change; a client who no longer wants the visit needs the applicable cancellation process. A confirmation status is not proof of attendance or SMS delivery.
Change the title and notes
- Click Edit Notes in Event Details. Both Title and Notes become editable.
- Update the relevant text. Keep the title useful for finding the appointment and put appointment instructions in the note.
- Click Save Notes. Close and reopen the same event.
- Verify both saved values and check that the appointment still has its intended date and time.
Use appointment notes to record information for this visit. Do not assume editing a note sends a message to the client. If the client needs instructions, review the appropriate messaging or notification workflow and its recipient separately.
Change the date or time
- Open Edit Schedule. In Edit Event, choose Appointment Date first.
- Review Start Time and End Time, including the resulting duration. Check the calendar and intended time zone.
- Review the title, note and any notification options shown. Click Save Appointment.
- Wait for the save to finish, then reopen the event or refresh Appointments. Confirm the new date and time before telling the client it has moved.
If Save Appointment leaves the form open and the old time remains, the change has not been confirmed. This behavior has been observed in Office. Contact Support with the original and requested times and any visible error. Avoid a replacement booking until you establish whether the original changed.
Delete a future appointment
- Open the intended event and click Delete.
- Read Delete Appointment?. Office warns that pending client notifications for this appointment will also be deleted and that the action cannot be undone.
- Choose Cancel to keep it, or Delete to proceed. Cancel here dismisses the request; it does not cancel the visit.
- Refresh Calendar or Appointments and verify the appointment is gone.
Review separately scheduled SMS independently. Deleting the appointment does not establish that a cancellation message reached the client, and it does not recall a message already sent. If an external calendar is involved, also check the relevant system; do not assume the action propagated there.
Finish the follow-up
Check pending reminders after a schedule change and agree on who will contact the client if needed. An AI assistant recording a cancellation or a request for another day is a separate outcome; verify whether the calendar entry actually changed. If you need help, share the location, calendar, date, action and observed result with Support, hiding unrelated contact details.