--- title: "How to Adjust or Cancel Existing Rosters" url: "https://support.cosmesoft.app/en/article/how-to-adjust-or-cancel-existing-rosters" language: "en" last_updated: "2026-09-24T22:46:14.771Z" --- # How to Adjust or Cancel Existing Rosters Use Rosters to keep your team’s working hours accurate and in sync with Calendar and Online Booking. This page shows you how to find an existing roster, adjust its hours and cancel it. It also explains what to check if appointments already exist on that roster. **Before you start** Before changing a roster, make sure you: - Know **which practitioner** and **location** you’re updating. - Check whether the roster is: - A **one‑off** roster, or - Part of a **repeating pattern**. - Understand what might be affected: - Existing **appointments** on that day. - **Online booking** availability for that practitioner and location. > \[!WARNING\] > Changing or cancelling rosters can impact existing appointments and may remove availability from the calendar and online booking. It’s best to review affected days before making large changes. * * * ## When to adjust vs when to cancel and recreate As a general guide: - **Adjust** a roster when: - The practitioner is still working a similar shift, but with small changes to time or pattern. - You’re making a temporary change for a **single day**. - **Cancel and recreate** when: - The practitioner’s schedule has changed significantly. - You’re moving the work to a **different day** or **different location** and it’s clearer to start fresh. - There are multiple existing series that are becoming difficult to manage. Keeping rosters tidy makes it easier to understand your schedule and reduces the risk of unexpected availability. * * * ## Adjust rostered start or end time Use this when the practitioner will still work the same day and location, but for **slightly different hours** (for example, starting later or finishing earlier). - Open **Roster** from either the **Settings** or **My Team** option. [How to Create and Repeat Staff Rosters](https://support.cosmesoft.app/en/article/how-to-create-and-repeat-staff-rosters) for a reminder on how to Open the Rosters. - Locate the rostered block in the correct column, and confirm the right **practitioner** and **location** are selected. - Select the **three dots** in the top‑right corner of the block to open the roster editing panel. ![2e40bb3f-516b-4656-b9e1-7da47de3302b.png](https://cdn-assets.productfruits.com/6b5c923e-c973-45d9-9cc6-75152cf53b9e) - Select the **Edit Scope** to effect either the selected occurrence only or to edit the future occurrences in the series. ![bdd88d55-b159-4240-9af6-515adad14e7f.png](https://cdn-assets.productfruits.com/1ccf2364-0ef2-4184-8f58-2fd62a7d818d) - Edit the rostered **Start** and/or **End** time. - Select **Save.** After saving, confirm in the Rosters calendar that: - The **length** of the roster block reflects the new hours. - The roster still appears for the **correct practitioner and location**. > \[!WARNING\] > If the roster contains existing appointments: > \- Shortening the roster might leave appointments outside the new working hours. > \- You may need to **reschedule** or **cancel** those appointments manually. * * * ## Change a roster to a different day(s) If a practitioner’s working day changes, you can’t adjust the **date** directly in the roster item (the date field is not editable). In this case you must either: - **Delete and recreate** the roster, or - **Overwrite the existing series** with a new roster pattern. This keeps the history clear and avoids unexpected behaviour in repeating patterns. > **Important:** Always review any **existing appointments** on the original date before cancelling, especially if you’re moving the practitioner to a new day. ## Delete a roster entry or series Use this when the practitioner is **not working at all** for the affected shift(s). - Open **Rosters**. - Locate the rostered block in the correct column, ensuring the correct **practitioner** and **location** are selected. - Select the **three dots** in the top‑right corner of the block to open the roster editing panel. - Choose the **Edit scope** option to decide whether to change: - Only the **selected occurrence**, or - **This and all future** occurrences in the series. - Select the red **Delete** button. - Confirm by selecting **Delete** again. ![25c0be48-ee27-4883-9c4f-3ed78c536a79.png](https://cdn-assets.productfruits.com/a31c76b4-659a-4633-a250-062fdb1c8503) Once deleted: - The roster block disappears from the Rosters calendar for that date, or for all dates in the series (depending on the scope you chose). - The practitioner will no longer display as **available** for the deleted roster items. > \[!WARNING\] > If appointments are already booked in those times, cancelling the roster does **not** automatically cancel those appointments. You will need to **move or cancel** them manually. ## Overwrite a roster entry or series Use this when the practitioner’s **entire roster pattern** needs to change. - Open **Rosters**. - In the Rosters calendar, locate the **first day** where the new pattern should start, and confirm the correct **practitioner** and **location** are selected. - Select the **\+ icon** beside the date (instead of the three dots) to open the **New roster item** panel. - Create a **new roster**. For more details, see: [How to Create and Repeat Staff Rosters](https://support.cosmesoft.app/en/article/how-to-create-and-repeat-staff-rosters) - Select **Save**. - When the **warning** panel appears (because you’ve created a new roster over an existing one), choose the option to **Delete and replace** the existing roster. ![fc74a28a-b44c-47e3-b9f6-9d41d36cc6b9.png](https://cdn-assets.productfruits.com/24d305f8-eaee-45d0-820d-52fb4b532670) > \[!WARNING\] > If you have multiple series within a roster on different days and your new roster item or series doesn’t overlap with some of them, those non‑overlapping roster items will remain in place. If your goal is to completely replace the previous pattern, you may need to **delete the remaining series** on those other days as well. * * * ## What to check when there are existing appointments Rosters and appointments are closely connected, but they don’t always change each other automatically. When you adjust or cancel rosters, always check: ### Appointments during the changed time - Look at the **Appointments** view for the same date and practitioner to check whether any appointments sit **outside** the new rostered hours or in times you’ve cancelled entirely. - Running an **Appointments Report** in the Analytics feature may ensure no appointments are missed. ![99e07612-470b-4ade-8efa-6bc829af8b0c.png](https://cdn-assets.productfruits.com/68612352-21b8-49d5-990c-d7e6acd55e5b) If you find appointments affected by your roster changes: - Decide whether to: - **Move** appointments into a time the practitioner is still rostered on. - **Reassign** them to a different practitioner if they offer the required services. - **Cancel** appointments and notify clients, if no alternative is available. - Update the appointment records accordingly. ### Online booking availability If you use online booking: - After changing rosters, check that the **online booking times** for that practitioner and location now match the updated roster. **Related articles** \- **About Rosters**: [About Rosters](https://support.cosmesoft.app/en/article/about-rosters) \- **Create and repeat staff rosters**: [How to Create and Repeat Staff Rosters](https://support.cosmesoft.app/en/article/how-to-create-and-repeat-staff-rosters) \- **Fix common roster and availability issues**: [Fix common roster and availability issues](https://support.cosmesoft.app/en/article/fix-common-roster-and-availability-issues)