Cancel a session or series

Who can use this

You can cancel a session when you are its supervisor and the session is still available for action.

Cancel as soon as you know the meeting will not happen so attendees receive the update and the session record reflects the correct reason.

Cancel the session

1. Open Sessions, then select Upcoming.
2. Open the session you need to cancel.
3. Select Cancel session.
4. For a repeating series, choose This session or This and upcoming sessions.
5. Choose a Cancellation reason. If you select the other option, complete Please explain the reason for cancelling this session.
6. Choose the Unavailable party.
7. Review the session details, then select Cancel session.

Motivo removes the online meeting link, updates the session, and notifies the attendees. For employer-sponsored supervision, employer admins with session access can see cancellation information in their reports.

Choosing This and upcoming sessions cancels every remaining occurrence in the series. Review this selection before submitting.

What each attendance label means for payment

Cancelling an upcoming session and recording what happened to a past one are different actions. Once the scheduled time has passed, open the session and record the outcome. What you choose decides whether anyone is charged and whether you are paid.

• Cancelled with notice: the session is not billed and you are not paid for it. If the session had already been marked as charged, choosing this refunds it.
• Late cancellation and No show: the session is billable and you are paid for the time you held. A supervisee who pays Motivo directly is charged the full session rate. For employer-sponsored supervision, what the organization is billed follows its agreement with Motivo.

Late cancellation and no show are treated the same way for payment. They differ only in the record, so choose the one that describes what actually happened.

Motivo does not measure the notice you were given. Choosing between these labels is your judgment. Motivo asks supervisees for at least 24 hours and says so in their session reminders, but nothing in the product enforces it, and you can use your discretion for a genuine emergency.

Cancelled with notice stops being offered on a session that was charged more than 30 days ago.

If you never record an outcome

Five business days after a session, Motivo marks any session still awaiting attendance as charged and treats every attendee as billable. You will get an email when that happens. Record the outcome yourself instead, particularly when the session did not take place.

Your own cancellations

Motivo asks supervisors for the same 24 hours we ask of supervisees. Nothing in the product blocks a later cancellation, but a supervisee has held that time. Tell them directly and offer a replacement.

Repeated cancellations at short notice can be raised as a conduct issue and reviewed case by case.

After a session is cancelled

A cancelled session cannot be edited or restored. If the group still needs to meet, book a new session.

Cancelling does not create a replacement time. Coordinate with the supervisee, then use Book session when you are ready to schedule it.