Managing Unpaid Appointment Cancellation Settings
Managing unpaid sessions can quickly become an administrative burden. SafeTalk helps you automate this by allowing appointments and invoices to be cancelled or deleted if payment is not completed before the due date.
This ensures your calendar stays accurate, your records stay clean, and your team spends less time chasing payments. To enable this feature, go to:
My Practice → Settings → Automation Rules
The setup depends on how your SafeTalk account is structured.
- Organizations or group practices must enable this setting for each therapist individually.
- Solo therapists can configure this directly for their own account.
SafeTalk gives you three clear options depending on how strict or flexible you want your payment policy to be.
Option 1. None (No Action Taken)
If you select None:
- The appointment will remain on the calendar
- The invoice will stay unpaid
- No automatic cancellation or deletion will occur
This option is suitable if:
- You handle payments manually
- You want maximum flexibility with clients
Option 2. Cancel Appointment & Invoice
If you select Cancel Appointment & Invoice:
- The appointment is cancelled automatically
- The invoice is cancelled as well
- Both records remain in the system for reference and reporting
This option is suitable if:
- You want to free up therapist availability
- You still need records for audit or tracking purposes
- You enforce payment before sessions but want a clear paper trail
Option 3. Delete Appointment & Invoice
If you select Delete Appointment & Invoice:
- The appointment is completely removed
- The invoice is permanently deleted
- Your account stays clean with no unused records
This option is suitable if:
- You do not want abandoned booking history in your system
- You prefer a minimal and clutter free calendar and reports
Best Practice Recommendation
Most group practices choose Cancel Appointment & Invoice as it balances automation with proper record keeping.
Solo practitioners who require full prepayment often prefer Delete Appointment & Invoice to keep their system tidy.
In all cases, both the client and the therapist will receive email and WhatsApp reminders (where applicable) before an unpaid appointment is cancelled or deleted.
Why This Matters
Automating unpaid appointment handling helps you:
- Reduce admin work
- Avoid calendar confusion
- Enforce clear payment policies
- Maintain accurate financial records
This feature works silently in the background so your team can focus on clients instead of operations.