fMRI Reschedule, Cancel or No-Show
Last updated
Last updated
Check the lab email for messages from participants who need to reschedule
Highlight their session in purple in the
Cancel the session in the lab's
If there is one participant listed for the booking (1 of 2 seats filled):
Select the original booking on the calendar > Cancel > Send Cancelation
Mark the "Canceled Booking" message in the lab email as read
If there are two participants listed for the booking (2 of 2 seats filled):
Select the original booking on the calendar > Edit
Select the participant that is rescheduling > Remove Customer > Update Booking
Mark the "Updated Booking" message in the lab email as read
Send the following reschedule message to the participant:
Thank you for letting us know you need to reschedule your session. We have cancelled your original booking and ask that you please use this link to reschedule:
Check the lab email for messages from participants who need to cancel
Highlight the session in grey in the
Add "no show" or the reason for canceling if known to the database
Cancel the session in the lab's
If there is one participant listed for the booking (1 of 2 seats filled):
Select the original booking on the calendar > Cancel > Send Cancelation
Mark the "Canceled Booking" message in the lab email as read
If there are two participants listed for the booking (2 of 2 seats filled):
Select the original booking on the calendar > Edit
Select the participant that is rescheduling > Remove Customer > Update Booking
Mark the "Canceled Booking" message in the lab email as read
Send the following cancelation or no-show message to the participant:
Cancellation: Thank you for letting us know you need to cancel your session. We have cancelled your original booking and ask that you please use this link to reschedule:
No-Show: We had you scheduled today to come into our lab to participate in our study. If you are still interested, we ask that you please use this link to reschedule:
Check the lab email for messages from participants who need to reschedule
Highlight the session in purple (rescheduling) in the
Log into to find and offer new scan times for the participant
Update the scan in
Find and select the original scan time on the schedule
Change the scan to the rescheduled time and date > select “Update” to finish
Update the contraindications form with the new scan time
The original scan time can not be removed; cross it out and add the new scan time next to it
Send the updated form to with the following message:
Subject Line: Rescheduled Session for [URSI #]
Attachment: Contraindications form with URSI # and new scan date/time
Message: Hello, We rescheduled participant [URSI #] to [scan date/time]. Please find the attached contraindications form. The participant answered “yes” on these questions: [form question(s)] because [explanation for contraindication[s]). Thank you,
Update the session in the lab’s
Find the original booking on the calendar > Edit
Change the booking to the new time and date > Update Booking
Remove the purple highlight and update the session in the
Mark the "Updated Booking" message as read
Check the lab email for messages from participants who need to cancel
Highlight the session in highlight the session in grey in the
Add "no show" or the reason for canceling if known to the "Notes" section
Cancel Session 3 in
Find and select the original scan time on the schedule
Select “Delete” to cancel the scan
Email with the following message:
Subject Line: Cancel Session for [URSI #]
Message: Hello, We need to cancel the scan for participant [URSI #] on [scan date/time] please. Thank you,
Cancel the session in the lab's
Select the original booking on the calendar > Cancel
Select "Send Cancelation" to finish
Mark the "Canceled Booking" message as read