Plan a team member's departure and reassign their appointments

When someone leaves your team, their upcoming appointments stay booked under their name. Leaving the team lets you mark their last day and build a plan that proposes who takes each appointment. Nothing changes until you apply the plan, and your clients are told only when you apply it.

The same plan is used when an appointment is left without the person who was going to do it for another reason: approved time off, a change to weekly hours, a service they no longer perform, a location closure or a same-day absence. In those cases a notice takes you to Review reassignment, and the plan works just like a departure.

This screen is for the business owner.

1. Open the person's page, under Staff, and find Leaving the team.
2. Decide their Last working day. They can be booked through the end of that day.
3. Check who else you can assign. Zelun only proposes someone who works at that location, is active that day, performs the service and is free at that time.
4. If an appointment holds a deposit, the plan cannot cancel it. Cancel it from the appointment itself so the deposit is settled.

Schedule the departure

1. In Leaving the team, choose the Last working day. The screen shows how many upcoming appointments are affected, for which services, and warns you if Nobody else covers one of them. You see counts and service names only, never your clients' details.
2. Press Schedule departure. If you leave the date empty, the button reads Leaves now.
3. Scheduling does not cancel, move or reassign any appointment. The person stays active until their last day.
4. If you change your mind before that date, press Cancel departure: the person stays and the draft plan is discarded.

Build and apply the plan

1. Press Plan their appointments, then Build or refresh the plan. Each appointment appears with the person Zelun proposes and a plain-language reason. Someone who has already served that client, or is their favorite, is preferred, then the best fit for the service, and the load is spread so not everything lands on one person.
2. Appointments are grouped as Ready (same service, same time, someone free), Review (a taker is free, but at a different time), Needs a decision (nobody free, so you choose), Needs attention (could not be applied) and Done. An appointment with no candidate never gets a proposed person.
3. For each appointment you can Accept, Choose who takes over, Cancel visit or Leave for later. Accept all ready accepts the whole Ready group at once, and Undo reverses a decision. If the person will come in after all, Keep with them keeps the appointment with them, without moving it or telling the client.
4. Press Apply plan. The screen tells you how many clients will be told. Each accepted appointment is moved or cancelled on its own, and only if the time is still free and the appointment has not changed since you built the plan. If a time was taken, that row fails with its reason and stays in Needs attention while the others apply. Applying twice repeats nothing.

What happens on the last day

• You get a notice when you schedule the departure and another as the last day nears with appointments still unresolved.
• On the last day the person can no longer sign in to Zelun. Their past records do not change.

When hours or a service leave appointments without a person

1. If you save time off, new hours, remove a service from someone or close a location and booked appointments no longer fit, a notice shows how many and for which services. It never stops you from saving.
2. Press Review reassignment to open that person's plan and decide just as you would for a departure.
3. If appointments stay unresolved, Zelun notifies you once when they are less than 48 hours away, and once more from 7:00 on the day of the appointment, location time. An appointment that is already resolved sends no notice.
4. With urgent mode on, under Same-day absences, the Ready appointments of an absence that starts today move on their own and their clients are told. The rest stay for you, and an appointment that starts in less than 2 hours is not moved on its own: we tell you so you can contact the client yourself. It is off by default.

• When you apply the plan, each client gets a single message, even if several of their appointments change. It says who looks after them now and at what time.
• For a moved appointment, the client can keep it, choose another time or person, or cancel it. If they cancel, it counts as a cancellation by the business: no fee is charged and their deposit follows their choice of refund or credit. If they do not reply, the appointment stays as you moved it and they get the normal reminder.
• If the client had chosen the person who is leaving, or had them as a favorite, the message includes a link to keep the change or reschedule.
• Their reply shows on the plan row. Appointments with no client contact cannot be told, and the screen says how many those are.
• The message counts in your monthly appointment-message amount and never uses usage credits: by email, or by WhatsApp inside the amount. A client who has only a phone is texted only if you have credits. If it cannot be delivered, Delivery status shows it and you can retry it at no charge.

• Expecting a scheduled departure to move appointments. It moves nothing. You have to apply the plan.
• Deleting someone who is leaving. Use Leaving the team, so you can decide what happens to their upcoming appointments.
• Applying without checking "Needs a decision". Those appointments have no proposed person, and any you do not decide stay unresolved.
• An appointment with a deposit. The plan does not cancel it. Do it from the appointment.
• Leaving the plan for the last day. Unresolved appointments are flagged to you, but the client only hears when you apply.

When a person leaves the team, all their calendar links are switched off and their calendars empty.

The staff directory, time off, location closures, roles and invitations have their own articles.