# No-Show Policy: Apply It Fairly Every Time

Source: https://maito.app/workflows/apply-the-no-show-policy-fairly

Maito checks the booking and message history against your policy, proposes the fee and waits for approval before charging anyone.

A missed appointment comes with the facts and the policy, so you can decide on any fee.

[Finance](https://maito.app/workflows/team/finance) · [Salons and beauty](https://maito.app/workflows/industry/salons-and-beauty) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Calendly
-   Cal.com
-   Stripe
-   PayPal

## How do you apply a no-show policy fairly?

To apply a no-show policy fairly, give Maito the policy. When a client misses or cancels, it checks the booking, reminders and messages, applies the current rules, and posts the facts and a proposed fee in Slack. Nothing is charged without approval.

## How it's done today

Staff argue about charges and update attendance inconsistently.

## What Maito does

1.  Confirm the attendance facts
2.  Find the policy version in force
3.  Calculate the proposed fee
4.  Wait for the owner to approve or waive

## Example

Loop run: No-show recorded, Sat Oct 17, 11:00 AM

**Maito** (11:30 AM):

Tess Rowan, color with Mei, Saturday Oct 17, 11:00 AM, $140.

Facts: booked Oct 3. Reminder sent Oct 16 at 2:00 PM. No check-in.

Policy v3 (Sept 1): no-show is 100% of the service, $140. Cancelling by text before the appointment is a late cancel, 50%, $70.

Catch: Tess texted Friday at 9:30 PM, "sick, can't make it". That was before the appointment, so under policy v3 it's a late cancel, not a no-show. Proposed fee: $70, or waive.

**Ines** (11:36 AM):

Waive it, she's been a regular since 2022. Note it.

**Maito** (11:37 AM):

Waived. Noted on Tess's record: late cancel, fee waived by Ines, Oct 19. Nothing charged and no message sent. This is her second late cancel, the first was in March.

## How to set it up

When something happens Apply the no-show policy fairly

Ask your agent

“When a client misses an appointment or cancels late, check the booking and message history, apply the current policy and post the facts and proposed fee in #front-desk. Never charge anyone without Ines's OK.”

Connect booking system

-   Calendly
-   Cal.com

Connect billing

-   Stripe
-   PayPal

Connect SMS

-   Twilio

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It applies the policy as written. Goodwill calls and exceptions stay with your team.

## Questions

### Does it charge clients automatically?

No. It proposes a fee or a waiver and charges only after someone approves.

### What if the client messaged before the appointment?

It reads the message history, so a text sent early can turn a no-show into a late cancel.

### Which tools does it use?

Your booking system, Stripe or PayPal for billing, and Twilio for texts.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fapply-the-no-show-policy-fairly)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)