Improved rescheduling and cancellation of appointments

In this release, we introduce an improved way for candidates to reschedule and cancel appointments. The new functionality provides a clearer process, an improved user experience, and prevents multiple candidates from reserving the same time slots. In addition, the screen layout has been updated to align with the latest portal design.

Who is this feature relevant for?

This functionality is relevant for all organizations that use appointment scheduling within the portal. Thanks to the new, clear interactions, it becomes easier for candidates to manage appointments and for administrators to ensure consistent and error-free scheduling.

Feature explanation

With the appointment scheduling functionality, you can easily give candidates access to your own calendar availability or that of your team. Candidates receive an email containing a link to schedule an appointment via the Experience Cloud Portal.

After the candidate confirms their preference, a confirmation is shown:

This same information is also displayed when the candidate clicks the appointment link again via the email.

Rescheduling an appointment
When a candidate clicks the Reschedule appointment button, the current date and time are shown first, followed by available alternative time slots.

Preventing double bookings

Cancelling and rescheduling appointments are handled within a single transaction. If a time slot has been selected by someone else in the meantime, the following message is shown:

“Sorry, this time slot is no longer available.”

Cancelling an appointment
When clicking the Cancel appointment button, a clear confirmation prompt is displayed.

The candidate can choose between:

• No, keep appointment

• Yes, cancel appointment

After cancellation, the appointment is removed, the request status is updated to Cancelled by candidate, and the candidate receives a cancellation email.

In the portal, only the message “Your appointment has been cancelled.” is shown.

In summary, these are the main improvements:

• The current appointment is not immediately removed; candidates can calmly select an alternative

• The Confirm new appointment button only becomes active once a new date and time are selected

• The original appointment is only removed after the candidate confirms the new appointment

• Two emails are sent automatically:

  • one confirmation of the cancellation of the original appointment

  • one confirmation of the new appointment

• Using the Keep current appointment button, the candidate closes the window without making changes

🔗 Please find an overview of other features in this release here.