Overview
Appointments can be rescheduled, canceled, or reassigned to another provider from either the Client Schedule or the Provider Schedule. Motivity preserves appointment history so users can track cancellations, late cancellations, and provider coverage when scheduling changes occur.
Cancel an Appointment
Steps
Navigate to the Client Schedule or Provider Schedule.
Click the appointment.
Select Cancel or Late Cancellation if applicable.
If you select Cancel:
Select the Cancellation Type:
Less than 24 hours notice
Standard cancellation
Enter a cancellation reason.
Add notes if applicable.
Click Cancel to completely cancel the appointment.
The canceled appointment will remain on the schedule and appear in red to indicate that it was canceled.
Reschedule an Appointment
If Reschedule is selected during cancellation, you will be directed to the Reschedule screen, where you can choose how the appointment should be handled.
Steps
Navigate to the Client Schedule.
Select the appointment.
Click Cancel Appointment and enter the cancellation type and reason.
Select Reschedule.
From the Reschedule screen, choose the appropriate Appointment Type (Makeup or Fill-in)
Reschedule Appointment Type: Fill In
Use Fill In when another provider will take over the appointment and the change should be reflected in reporting.
When using Fill In:
The original appointment remains on the original provider's schedule as canceled.
The new appointment appears on the substitute provider's schedule as a fill in.
The system maintains a complete history of the appointment, including when and why it was canceled.
Reschedule Appointment Type: Make Up
Use Make Up when the appointment needs to be rescheduled but does not require a provider fill in.
This option allows you to update appointment details such as:
Date
Time
Place of service
Other appointment details
Late Cancellations
Late cancellations can be recorded by selecting Late Cancellation when canceling an appointment.
Common reasons include:
Client or provider did not show up
Client or provider canceled with less than 24 hours notice due to illness
Mass Update Appointments
Multiple appointments can be canceled or deleted at once from the same Mass Update Appointments popup, so you don't have to work through appointments one at a time.
To get started:
Select the three dots on the right-hand side of the page and choose Mass Update Appointments.
From the Mass Update Type dropdown, choose either Cancel Appointment or Delete Appointment.
Enter a start and end date for the date range these updates will apply to.
Enter any other filters.
Select Search Appointments.
You'll see a list of appointments matching your date range and filters. From here, the steps differ slightly depending on which Mass Update Type you selected.
Mass Cancel Appointments
Select which appointments the cancellation should apply to, or use the select-all checkbox to choose all appointments.
Enter the cancellation type, reason, and note.
Select Apply Cancellation, confirm, and select Finish.
All selected appointments are changed to a canceled state.
Mass Delete Appointments
Only appointments that are not rendered, not billed, and not in a locked billing period are eligible for deletion. Appointments that don't meet this criteria will still appear in the list, but will be grayed out and disabled, with a reason shown next to each one (Rendered Appointment, Billed Appointment, or Locked Billing Period).
Select which eligible appointments you'd like to delete, or use the select-all checkbox to choose all eligible appointments.
Select Delete.
Review the confirmation dialog, which shows the number of appointments selected. This action is permanent and cannot be undone.
Confirm to proceed.
All eligible selected appointments are deleted in a single action and disappear from the schedule immediately — they'll stay removed even after a refresh. A success message confirms the total number of appointments deleted.
Note: If some appointments fail to delete during processing, any appointments that were successfully deleted are kept — they are not rolled back. You'll see a summary showing how many were deleted versus failed, along with the specific appointment IDs and reasons for any failures.
Uncancel an Appointment
If an appointment was canceled in error, it can be uncanceled.
Steps
Locate the canceled appointment on the schedule.
Open Appointment Details by clicking on the appointment
Select Uncancel to restore the appointment.
Last Updated: 9/15/26 by Tatum Winslow