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Marking Sessions as No-Shows

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Once your cancellation policy and no-show fee are configured, you can mark individual sessions as no-shows and process fees directly from your schedule. This keeps your records accurate and helps you recover revenue when clients don't show up.

Learn more about Setting Up a Cancellation Policy →

In this article:

Marking a Session as a No-Show

You can mark a session as a no-show from your bookings list, your calendar, or directly from a client's record.

  1. Go to My Schedule > My Bookings, or open the client record and go to the Bookings & Packages tab. 
    • Alternatively, go to My Schedule > My Calendar and click on the session.
       
  2. Click the More Options menu (3 dots) next to the session and select Mark as no show. 
    • From the session pop-up on My Calendar, select 3 dots > Update Status instead.
       
  3. A pop-up will appear to confirm the session status and configure your no-show fee options.

📍 Note: Don't see the Mark as no show option? Ensure the session is in the past, you've set up your cancellation policy and enabled a no-show fee in your Booking & Cancellation Settings.

Charging a No-Show Fee

After selecting Mark as no show, the pop-up gives you two options for processing the fee:

  • Send invoice to client for payment: Generates and sends an invoice to the client's email address for them to pay directly.

     
  • Charge card on file: Immediately charges the payment method saved in the client's record.

If you select Charge card on file and the client doesn't have a saved payment method, Practice Better will prompt you to send the invoice instead.

Learn more about Requiring Client Billing and Payment Information for Bookings → 

Once you've selected your preferred option, click Update to confirm. The updated session status will be reflected in the top-right corner of the session record.

📍 Note: If a client has already paid in full for a session, a refund is not automatically processed when you apply a no-show fee. How you handle prepaid sessions is at your discretion as a practitioner.

Marking Group Session Attendees as No-Shows

You can mark individual clients as no-shows for both one-on-one and group sessions. For group sessions, the no-show status is applied per attendee rather than to the session as a whole, so other participants' records are not affected.

Update the client’s attendance status from the group session details page, or go to the client’s record to locate the group session and mark them as a no-show. Follow the same steps above to charge your no-show fee.

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