Make changing a booking easy, because early notice is worth far more than a rigid policy. Describe your rules and Taskade Genesis builds an app where a customer can request a move or a cancellation in one tap, your team sees it immediately, the freed slot goes to the waitlist, and the customer leaves with a new date rather than a bad feeling.
The When Free is a live Taskade Genesis app on this page. It is built for finding a time that works, which is what a reschedule really is; press "Use this app" to clone it in about ten seconds, then add the change-request form, the policy check, and the cancellation statuses described below.
Most businesses treat cancellations as something to discourage, and end up discouraging notice instead of cancellations. The customer who cannot come either tells you at 9am or does not tell you at all, and the difference between those two outcomes is entirely about how easy you made the message. A one-tap change request, answered within minutes, converts a dead slot into a filled one more often than any penalty ever will.
What the build gives you: a change request attached to the original booking, a reason captured without interrogation, a rebooking offer generated at the same moment, a clear application of your notice policy including any deposit consequence, an automatic handoff of the freed slot to the waitlist, and a record of what changed and when.
The same records render across the layouts you need:
- Board view to move change requests through Requested, Rebooked, Cancelled, and Refilled
- Calendar view to see which days lost slots and which were filled again
- Table view for change reasons, notice given, and slots recovered
- Plus List, Mind Map, Gantt, and Org Chart across the rest of the 7 project views
Automations turn a change into a recovery. A field update trigger fires when a booking becomes Change Requested, a branch action applies your notice policy and decides the deposit outcome, and the freed slot passes to the waitlist matcher which offers it to the next person. A delay action sends a rebooking nudge two days later to anyone who cancelled without rebooking. Across 100+ bidirectional integrations, forms and Gmail pull requests in while SMS, email, and Slack push offers and confirmations out. Automations run on paid plans; the Free plan includes 10 flow runs in total.
The AI agents in the app carry 34 built-in tools including persistent memory. The Changes agent writes the reply in a tone that keeps the relationship intact, offers two or three concrete alternative dates instead of asking an open question, and flags customers whose change pattern suggests their usual slot no longer suits them.
Offering specific alternatives rather than asking "when suits you?" is the single highest-impact detail in this whole flow. An open question restarts the negotiation and often ends in silence. Two dates and a time each turn a cancellation into a rebooking in one exchange.
Reasons are worth collecting even though nobody enjoys asking. Optional, one tap, four common options and a free text box. After fifty entries you will know whether the problem is your times, your location, your lead time, or nothing you can control, and that is a far better basis for changing your policy than a bad week.
Clone the app, invite your team, and the change history is yours.
Learn branching in Learn, delays in Learn, and field triggers in Learn. Browse live builds in the Community Gallery. Pair this with the waitlist backfill app so a freed slot is offered within minutes, and the reminder cadence that surfaces the change before the day arrives.
Frequently Asked Questions
Does making cancellation easy increase cancellations?
It increases notice, not cancellations. The customer who cannot attend was always going to miss the appointment. The question is whether you find out at 9am, when the slot can be resold, or at 2pm when it cannot.
How is the notice policy applied?
A branch checks how much notice was given against your thresholds and applies the outcome you defined, including any deposit consequence. Because the rule is written down once, every customer gets the same answer.
Does it offer new dates automatically?
It generates two or three specific alternatives for you to send. Specific beats open-ended by a wide margin, because an open question turns a two-minute rebooking into a week of messages.
What happens to the deposit on a cancellation?
Whatever your policy says, applied consistently and recorded on the booking. Refunds are issued in Stripe and the record carries a Refunded status so the money and the booking history agree.
Can the freed slot be offered to someone else immediately?
Yes. The release step hands the slot to the waitlist matcher, which offers it to the top matching person with an accept deadline. That is the whole reason to run changes and a waitlist in the same app.
Do we have to ask why?
It is optional and it should be one tap. A few common options plus a free text box gets an answer from most people without feeling like an interrogation, and the aggregate is genuinely useful.
Can customers reschedule more than once?
You decide. The record counts changes per booking, so you can allow one free move and require a conversation for the second, applied by the same branch that handles notice.
Does this work for a team where anyone might answer?
Yes. Change requests land in a shared board with an owner field, so whoever picks it up sees the history, the policy outcome, and the suggested alternatives without needing to ask a colleague what was agreed.
