Breadcrumb: BCBA › Scheduling

Cancel, mark no-show or delete a session

Take a session that will not happen off the schedule, by cancelling it, marking it as a no-show with a reason, or deleting it, alone or with the rest of its series.

Applies toBCBAOrg Owner

When a session will not happen, you have two choices. Cancelling it, or marking it as a no-show when the family did not come, keeps the session on the calendar and in its history, with the reason you give. Deleting it removes it from the calendar and every list, as if it had never been booked. Neither uses the learner's authorized hours.

Before you start

You do this in the web app. The mobile app has no cancel, no-show or delete action.
You can cancel or mark as a no-show only a Scheduled session, and you cannot undo it.
You cannot delete a Submitted or Completed session.
ABACare marks missed sessions as no-shows by itself. A Scheduled session that nobody started becomes No-Show once its end time is more than an hour past. The check runs once a day, so a missed session can stay Scheduled until then.

Cancel or mark a no-show

Open the session: select it on the calendar and choose View Details.
Select Change Status. Change Session Status shows the Current Status.
In New Status, choose Cancelled or No-Show.
Type a Reason (Optional), up to 500 characters.
Select Change Status. The message Session status changed successfully appears.

The new status and your reason appear at once in the session's Status History. Begin Session and the Mandatory Targets card disappear. Change Status also shows on a session in progress, but its list is empty there: an In Progress session can only be submitted or completed.

The Change Session Status window in the web app with No-Show chosen and a reason typed — Mark a session as a no-show with a reason.

Delete a session

Open the session and select Delete.
For a single session, Delete Session asks Are you sure you want to delete this session?. Select Delete.
For a session of a recurring series, Delete Session asks This session belongs to a recurring series. What would you like to delete?. Choose This session only or This and all sessions in the series, then select Delete.
The sessions list opens with Session deleted successfully, or Session and all future sessions in the series have been deleted.

In the sessions list, the delete button deletes a Scheduled session after a confirmation. It always deletes that session alone, even in a series. For other statuses the button is grayed out, with Cannot delete submitted/completed sessions.

The Delete Session window for a series session, with the choice between This session only and This and all sessions in the series — Deleting a session of a series.

What deleting the rest of a series removes

This and all sessions in the series deletes this session and every Scheduled session of the series that has not happened yet, including any between today and this session. It then cancels the series, so no new sessions are booked. Past sessions stay.

The session page also offers Delete on sessions that are In Progress, Cancelled or No-Show. Avoid deleting a session in progress: it disappears together with the data already collected in it.

What happens next

A cancelled or no-show session stays on the calendar (gray and struck through, or red), in the lists and in the clinic's reports. A status you set shows in Status History with its reason; a no-show ABACare marks by itself adds no entry there. The aide can no longer start it, and it shows as read-only in the mobile app.
A deleted session disappears from the calendar and every list. Nothing is written in its history, and you cannot bring it back. The clinic's session analytics still count it under its last status.
Nobody is notified or emailed. Tell the aide and the family yourself.
To hold the session after all, schedule a new one: see Schedule a session.

A cancelled session in the web app with its Status History showing the change to Cancelled and the reason — A cancelled session keeps its reason in the history.