If you need to cancel or reschedule an appointment in Gym Lead Machine, follow the steps below.

Note: Contacts can also cancel their own appointments via a link provided in the Google Calendar event notes. If a contact cancels using this link, the system will notify you automatically.

How Do I Cancel an Appointment?

You can cancel from the calendar itself or from the contact's Appointments tab.

Option 1: Cancel via the Calendar

1. Navigate to Calendars. On the left menu of your Gym Lead Machine account, click Calendars.

2. View your calendar. You will initially see My Calendar, which refers to the calendar of the currently logged-in user. If the appointment was assigned to you, locate it by finding the correct date and time.

3. Switch the calendar view (if needed). If the appointment was assigned to another user but you need to cancel it, change the My Calendar drop-down to the appropriate appointment type and look for the appointment on the correct date and time.

   

4. Open the appointment details. Once you locate the appointment, click on it to open a pop-up with appointment details.

5. Cancel the appointment. Click the Status drop-down menu and select Cancelled

   
   

   

6. A pop-up will be displayed asking you to confirm the cancellation. Click Ok to cancel.

Option 2: Cancel via Contacts

1. Navigate to Contacts. On the left menu of your Gym Lead Machine account, click Contacts.

2. Find the contact. Search for the contact whose appointment needs to be canceled and click on their name to access their contact card.

3. Go to the Appointments tab. Click the Appointments tab on the far right of the screen.

4. Identify the appointment. Find the appointment you wish to cancel.

5. Cancel the appointment. Click the three dots in the top right corner of the appointment widget, then select Cancel

   

6. Confirm the cancellation. Follow the prompts to confirm the appointment cancellation.

   
   

How Do I Reschedule or Edit an Appointment?

Open the appointment and use the edit option to change the date and time.

Note: If you only need to change the date and time but keep the same team member, follow these steps to edit the appointment. If you need to assign the appointment to a different team member, it is best practice to first cancel the existing appointment and then schedule a new one.

Option 1: Reschedule via the Calendar

1. Navigate to Calendars. On the left menu of your Gym Lead Machine account, click Calendars.

2. View your calendar. You will initially see My Calendar. If the appointment was assigned to you, locate it by finding the correct date and time.

3. Switch the calendar view (if needed). If the appointment was assigned to another user but needs to be rescheduled, change the My Calendar drop-down to the appropriate appointment type and look for the appointment on the correct date and time.

4. Open the appointment details. Once you locate the appointment, click on it to open a pop-up with appointment details.

5. Edit the appointment. Click the pencil icon in the top right of the pop-up window or opt to get/send a reschedule link for the appointment.

   

6. Adjust the date and time. Use the booking pop-up to change the appointment date and time as needed.

7. Save your changes. Click Save to apply the changes.

   

Option 2: Reschedule via Contacts

1. Navigate to Contacts. On the left menu of your Gym Lead Machine account, click Contacts.

2. Find the contact. Search for the contact whose appointment needs to be rescheduled and click on their name to access their contact card.

3. Go to the Appointments tab. Click the Appointments tab on the far right of the screen.

4. Identify the appointment. Find the appointment you wish to edit.

5. Edit the appointment. Click the three dots on the appointment and select Edit.

   

6. Adjust the date and time. Use the booking pop-up to change the appointment date and time as needed.

   
   

7. Save your changes. Click Save Appointment to apply the changes.

How Do I Delete an Appointment?

Open the appointment and click the garbage can icon.

1. Navigate to Calendars. On the left menu of your Gym Lead Machine account, click Calendars.

2. View your calendar. You will initially see My Calendar. If the appointment was assigned to you, locate it by finding the correct date and time.

3. Switch the calendar view (if needed). If the appointment was assigned to another user but needs to be rescheduled, change the My Calendar drop-down to the appropriate appointment type and look for the appointment on the correct date and time.

4. Open the appointment details. Once you locate the appointment, click on it to open a pop-up with appointment details.

5. Delete the appointment. Click the garbage can icon in the top right of the pop-up window

Deleting the appointment will remove the contact from any appointment reminder workflows. Generally, the best way to “reschedule” an appointment is to delete the original one and book a new one at the appropriate time to keep your metrics updated and automations running smoothly.

By following these steps, you can efficiently manage appointments within Gym Lead Machine, ensuring smooth scheduling and client communication.

If you have questions about cancelling or rescheduling appointments in Gym Lead Machine, our Support team is happy to help. Reach us at hello@usekilo.com.