> For the complete documentation index, see [llms.txt](https://support.caspen.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.caspen.com/using-caspen/settings/appointments/set-up-cancellation-reasons.md).

# Set up cancellation reasons

## Overview

Cancellation reasons let your team record why a booking was canceled. They are used across **appointments, classes, and group appointments** to improve reporting, audit trails, and business insights.

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## **Add a cancellation reason**

1. Go to **Settings** → **Cancellation reasons**.
2. Click **Add cancellation reason**.

<figure><img src="/files/6zUtK6CLGCkFpl0cECQ7" alt=""><figcaption></figcaption></figure>

3. Enter the following details:

* **Reason -** The name of the cancellation reason (e.g. *No show due to illness*).
* **Code** (Optional) - A short code used for reporting or billing needs.
* **Source -** Who initiated the cancellation: **client**, **business**, or **any**.

4. Click **Save** to create the reason.

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#### **Manage existing reasons**

Use the **Actions** menu next to any cancellation reason to:

* **Edit** - Update the name, code, or source.
* **Archive** - Remove the reason from active use.

Archived reasons remain available for reference and can be restored at any time.