Cancelling vs deleting in CoreHue
Cancelling keeps a record and its link, so you and your client can still look at it, but nothing more can happen on it. Deleting removes it for good, and its link stops working. As a rule of thumb, cancel anything your client has already seen, and delete things that were a mistake or never went anywhere.
What you can cancel and delete
| Can you cancel it? | Can you delete it? | |
|---|---|---|
| Booking | Yes, while it's Pending or Confirmed | Yes |
| Inquiry | No | Yes |
| Proposal | Yes, once sent, until it's Accepted | Yes |
| Contract | Yes, once sent, until it's Completed | Yes |
| Questionnaire | Yes, while it's scheduled or waiting for answers, until it's Completed | Yes |
| Invoice | Yes, once sent, until it's Paid in full | Only if no payment has ever been received |
| Contact | No | Yes |
Drafts are never cancelled, only deleted, because they haven't reached your client.
Both actions are in the ⋯ menu on the record's page: Cancel booking, Cancel proposal, Cancel contract, Cancel request (or Cancel scheduled request) and Cancel invoice, and Delete booking, Delete inquiry, Delete proposal, Delete contract, Delete questionnaire, Delete invoice and Delete contact.
What cancelling does
The record stays in your lists with a Cancelled badge and its history. Your client can still open the link, but there's nothing left for them to do.
| What your client sees | What stops | What's kept | |
|---|---|---|---|
| Booking | "This booking has been cancelled" on their booking page | The reserved time is released, and unfinished documents on the booking are cancelled | The booking, completed documents and any payments |
| Proposal | "Proposal cancelled", with a note to contact you | They can't accept it or pay | The proposal as it was sent |
| Contract | "Contract cancelled". They can read it but no longer sign it | Signing and contract reminders | The contract and any signature already on it |
| Questionnaire | "Questionnaire cancelled". They can read it but no longer submit it | Answering and questionnaire reminders | The questions and any answers they'd saved |
| Invoice | The invoice marked Cancelled, with no pay button | Payments and invoice reminders | Every payment already recorded, and its receipts |
Cancelling also withdraws any emails and reminders still waiting to go out for that record. Emails already sent can't be called back.
The Send cancellation email box is unticked, so your client is only told if you tick it. If you'd rather explain in your own words, leave it unticked and send them a message instead.
A booking, proposal, contract or questionnaire whose deadline passes before your client finishes shows as Cancelled as well. That's all your client sees, while notices on your side say it expired. An invoice is different: once its due date passes it's Overdue, and your client can still pay it.
Undoing a cancellation
Only bookings can be brought back. Open the cancelled booking and choose Restore booking. It keeps the same client link and history, and checks the time is still free first. Documents cancelled with the booking stay cancelled, so send fresh ones if you need them. See Cancelling, restoring or deleting a booking.
For anything else, start again from the cancelled copy: a cancelled proposal or invoice has Duplicate, and a cancelled contract has Reissue contract, which sends a fresh copy to sign.
What deleting does
Deleting can't be undone. The record disappears from your lists, and its link shows a page saying it isn't available, such as "This invoice is not available" or "Booking not found". Money and finished work are protected, even when you delete:
| What also happens | What survives | |
|---|---|---|
| Booking | Its dates are released. Unfinished documents on it are cancelled and its drafts are deleted. An inquiry it came from becomes Open again | Completed documents and payment history, unlinked from the booking |
| Inquiry | Unfinished documents sent from it are cancelled | A booking made from it, and completed documents |
| Proposal | Unfinished documents it created are cancelled, unless they already belong to a booking | A booking an accepted proposal created, with its documents, and anything completed or paid |
| Contract | It's removed from any booking it was on | The booking itself |
| Questionnaire | An automatic questionnaire won't be sent again for that booking | The booking itself |
| Invoice | It's unlinked from its booking, proposal or inquiry | Nothing, which is why invoices with payments can't be deleted |
| Contact | Their details, notes and drafts are deleted. Open inquiries, pending or upcoming bookings and unfinished documents are cancelled. Outstanding invoices are cancelled. Scheduled emails and reminders stop | Past bookings, completed documents, messages, payments, receipts, and galleries with their photos |
Deleting a contact, or cancelling a booking or invoice, never refunds money your client has paid. Refund it yourself if that's your policy. See Refunding a payment.
An invoice that has ever received a payment, even one you later refunded, can't be deleted. Cancel it instead, and the payment record stays for your accounts. See Editing, cancelling or deleting an invoice.
A contact with a lot of history can take a little while to delete. It shows Deleting contact until it finishes, and you can leave the page. See Deleting a contact.
Which one should I use?
- Your client changed their mind or the job fell through: cancel. They can still see what was agreed, and so can you.
- You sent the wrong document: cancel it, then send the right one. Deleting it would leave your client with a link that no longer opens.
- A draft you don't need, a test, or a duplicate: delete.
- Someone asked you to remove their details: delete their contact. Records involving money stay, because your accounts need them.
Frequently asked questions
Can I undo a delete?
No. There's no bin to restore from. If you might need the record again, cancel it instead.
Why can't I cancel a completed contract or an accepted proposal?
Because the agreement is already made, and cancelling would rewrite what you both agreed to. If plans change, cancel the booking and handle any refund under your terms.
What happens to a pending booking if I delete its contract or questionnaire?
The booking stays Pending and waits for you to decide. Choose Confirm booking when you're happy to go ahead without it. If you cancel the document instead, the booking still needs it, so send a new one.
Will my client know I deleted something?
Not from CoreHue, which doesn't email about a delete. An old link shows a page saying it isn't available, so it's kind to tell them if they were expecting it.
Does cancelling free up my Free plan contract or questionnaire allowance?
No. Cancelled and deleted documents don't hand back a send. See What's included on the Free plan.