Cancel, reschedule, offer appointments

Here you handle single viewing appointments: cancel, reschedule, offer. It is only about the appointment. The application stays, unless you explicitly reject the applicant (see Making Decisions).

Common Tasks

• Cancel an appointment
• Cancel all appointments at a time or on a day
• Reschedule an appointment
• Offer a person an appointment
• Create new free appointments and invite waiting applicants
• Understand who moves up

How to

Cancel an appointment

1. In the Viewings tab of the letting, in the menu Actions for this viewing at the appointment, choose Cancel viewing (the whole appointment) or Cancel only this booking. By WhatsApp you say, for example, "Cancel Erna's appointment tomorrow".
2. Locari shows a card with the sentence "Only the appointment is cancelled, the application stays" and the buttons Cancel appointment and Cancel. You give the reason or tap a suggestion, for example "I'm unavailable".
3. With Cancel appointment the email with the reason and a calendar cancellation go to the person. You and your team also receive the calendar cancellation.

If free appointments remain (with a free place, starting in at least 4 hours, never the cancelled ones), they are in the same email, and the person books one by replying. If there are none, they wait, and Locari asks you for new appointments (appointment request).

Example: You say "Cancel Erna's appointment tomorrow". Only Erna's appointment on Thursday at 17:00 is cancelled. Erna stays in the running. For a group appointment, the appointment stays for the others.

If it is unclear what you mean ("Cancel Erna"), Locari asks with buttons: Cancel viewing (only the appointment) or Reject for good (Erna is out of the selection, her place becomes free and waiting applicants move up).

Cancel all appointments at a time or on a day

What is cancelled depends on how you say it. It only runs after your tap on Cancel appointment.

1. A whole day ("Cancel all appointments tomorrow"): All booked and all free appointments of that day are cancelled, so nobody can book on that day any more.
2. A time or a period: "at 17:00" affects only appointments starting at 17:00, "from 17:00" everything from 17:00, "until 17:00" everything that starts before 17:00. Booked and free appointments are removed, the rest of the day stays.
3. Not clear ("Cancel the appointment tomorrow" with several): Locari asks with buttons that show what happens, for example "Only 17:00 (1 person)" or "All appointments tomorrow (17:00–19:00, 6 people, plus 2 free appointments)".

If an appointment lies exactly on the boundary, for example "until 17:00" and an appointment from 16:45 to 17:15, Locari asks about exactly that appointment. Before the click you see which booked and free appointments are deleted and who is affected.

"Cancel all viewings" is not an appointment cancellation. Locari asks for the reason and offers at most three buttons that fit the state of the letting, for example with a reservation for Ms Berger: cancel the others' appointments, Approve the flat or Complete letting.

Reschedule an appointment

1. In the menu Actions for this viewing at the appointment choose Suggest an alternative slot (non-binding) or Move appointment (binding). For several appointments use Reschedule after selecting. By WhatsApp: "Ask Erna whether Saturday 11:00 suits her".
2. Give the reason (mandatory). You name the new time yourself or pick it under Select alternative slots. Without input Locari takes up to 3 suitable free appointments. If there is none at your time, Locari creates a single appointment that it holds only for the person while their offer is open.
3. Locari presents the choice as a button, with nothing preselected.

Suggest an alternative slot (non-binding): Erna is offered Saturday 11:00, her Sunday appointment stays. If she accepts, she is rebooked and both sides receive an updated calendar entry. If she declines or stays silent, it stays on Sunday.

Move appointment (binding): The Sunday appointment is cancelled immediately with a calendar cancellation to both sides, and Erna is offered Saturday 11:00. If she cannot, she is offered your other free appointments. If there are none, Locari asks you for new appointments.

Locari books nobody without their consent. Nobody moves up into the freed place, because you moved so as not to have to be there at that time.

If you change the date or time of an appointment someone has already booked, that is a reschedule for each booked person. For duration, meeting point or notes the booked people receive an email with the change and an updated calendar entry.

Offer a person an appointment

1. On the applicant profile, in the card Decision, tap Offer viewing, on the phone in the menu next to it. By WhatsApp: "Offer Erna Thursday 18:00 or 19:00".
2. Name one to three times. A reason is not needed.
3. The person receives the invitation. If there is no free appointment at a time, Locari creates a single appointment that it holds only for them. If they book, you receive the booking like any other.

This works if the person is still in the running and has no booked appointment. In the pre-selection the button is called Invite to viewing. If they already have an appointment, it becomes "Move appointment".

Create new free appointments and invite waiting applicants

1. When creating free appointments while viewings are running, Locari asks "Whom do I invite?": Everyone waiting, A selection, The first … or Nobody.
2. With Nobody Locari invites no one. The waiting applicants stay without a next step, and Locari reminds you after 1, 3 and 7 days.
3. During a pause or a reservation new appointments are saved and invite nobody until viewings run again.

Who moves up

If you cancel or move an appointment, nobody ever moves up. Waiting applicants move up only if an applicant cancels themselves, withdraws, rebooks on their own or you reject an applicant for good. Condition: viewings are running, and at least 4 hours remain before the start. The order follows waiting time.

Views and Fields

Menu Actions for this viewing

• Cancel viewing: the whole appointment, all bookings on it
• Cancel only this booking: one person, the other free appointments stay
• Suggest an alternative slot (non-binding) and Move appointment (binding)
• Record feedback after the appointment

Card before cancelling

• Sentence "Only the appointment is cancelled, the application stays"
• Name, day and time for each affected person
• booked and free appointments that are deleted
• Buttons Cancel appointment and Cancel

Audit and History

Cancellation, reason, rescheduling and offer are in the person's history with actor and timestamp. The reason is also in the email to the person.

Retention: The history stays until the applicant data is deleted (after 90 days or immediately, your choice when completing the letting).

Permissions and Multi-select

• Cancel, reschedule, offer: Team members who may edit the letting. Anyone with read-only access cannot change anything.
• Approval: Always only after your tap, identically in the app, by WhatsApp and via MCP.
• During a pause and with a reservation: Nobody is offered new appointments, except the reserved person. You can still move booked appointments. Locari answers, for example, "I don't invite anyone during the pause. Activate viewings first."
• Several at once: In the Viewings tab after selecting, Cancel viewings or Reschedule. Rejecting, inviting or reactivating applicants works in the Applicant List — filter by phase and status, reject N, reactivate N.

Related Pages

• Viewing process
• Pause viewings
• Making Decisions
• Free appointments