How to cancel a scheduled event with customers?
Short answerTo cancel a scheduled event, notify every attendee at once with the reason and your refund or credit choice, then cancel it in the calendar so the slot closes. Draft the message first, because attendees judge the cancellation by how fast and clearly they hear about it.
The explanation
A group event, workshop or class has several people depending on it, so the order matters. Decide first what attendees will receive: a full refund, a credit toward another date or a free reschedule. State it in the first line of the message.
Then send the message by the channel they are most likely to see, usually text and email together. Include the reason in plain words, the new date if you have one and how to ask questions. After the message goes, cancel the event in the calendar so no new signups arrive.
Follow up on money. Refund or credit each payer, mark the event cancelled rather than deleting it and note the reason. If a supplier, venue or helper was involved, tell them too.
What to watch for
- Cancelling the calendar entry before telling attendees.
- Vague refund or credit language.
- Forgetting helpers and outside vendors.
How Apex does it
In progress
Part of this is built. The rest is not. Status as of 2026-10-07; the badge shows the least-built feature involved.
Apex is designed to take capacity based group bookings, send broadcast messages and issue refunds and credits. Group booking is in progress, and broadcast messages and refunds are rolling out per their badges.
- BK17Group classes / capacity-based booking(In progress)
- CM13SMS campaigns / blasts(Rolling out)
- IN11Refunds and credits(Rolling out)
Apex Flow Scheduler is in early access. See how we label status.
Where this question comes from: owners type it, or a close variant, into search boxes. It was returned by public search suggestions (Google, Bing or DuckDuckGo) when we collected them on 2026-10-06; the exact phrase seen was “how to cancel calendly event?”. We do not have search volumes.