# Bulk reschedule Setmore appointments when a team member is out

> A team member calls in sick: your agent blocks their Setmore day, finds each customer a colleague or a new slot and moves the bookings after your OK.

Source: https://cotlet.dev/integrations/setmore-api-mcp-server/bulk-reschedule-appointments

Anna messages at 7 am that she is sick, and her Setmore column for Monday is full. Before the first customer arrives, someone has to stop new bookings, then open every appointment and find a colleague or another day for each one.

Cotlet does it in your own Setmore account with list\_staff, block\_time, list\_appointments, list\_available\_slots and reschedule\_appointment, called by your AI agent, an n8n workflow or a script.

[Request access](https://cotlet.dev/app/signup?app=setmore) [All Setmore tools](https://cotlet.dev/integrations/setmore-api-mcp-server)

Hosted · nothing to install or maintain

Official options

## Can Setmore do this on its own?

Setmore's web and mobile apps reschedule one appointment at a time, through Edit Appointment or drag and drop, and the help center describes no bulk move (checked 12 Oct 2026). The Pro API can update appointments after approval by email to api@setmore.com; the Free plan has no API, and the Setmore Zapier article describes actions that create appointments and contacts, none that reschedules one.

By hand

## How you do it in Setmore today

1. Stop new bookings first: for part of a day, click the time in the Setmore calendar, select Event and click Create; for a day or more, go to Settings > Your team, choose the team member, click Time Off and then Add time off.
2. The Setmore help center does not describe time off moving the appointments already booked, so each of those customers still needs a new time by hand.
3. In the web app, click the first appointment and select Edit Appointment in the bottom right of the details window.
4. Change the date, time or provider in the dropdowns, click Save and confirm with "Yes, reschedule." Dragging the block to a new slot also works, except for appointments synced from Google Calendar.
5. Repeat for every appointment while checking the other team members' columns for a free slot. The help center describes no bulk reschedule, and a missed appointment means a customer arrives with nobody to see them.

With an agent

## How to bulk reschedule Setmore appointments when a team member is out

Prompt

```
Anna is out sick Monday. Block her day in Setmore, then move each of her appointments to another team member at a close time the same day, or to Anna's next free slot. Show me the plan before you move anyone.
```

1. 01  
### Block the gap before moving anyone  
The agent finds the person with list\_staff and puts a block\_time event over the absent hours, so the Booking Page stops offering them while the moves are in progress. For an absence longer than one day it asks you to add Time Off in Settings > Your team, which Setmore recommends over events and which the agent does not change.
2. 02  
### Collect the affected appointments  
list\_appointments with that staff\_id and the dates gives the list, with service and start time. The service matters later: a 90-minute treatment needs a 90-minute opening, not the first free start.
3. 03  
### Try a colleague the same day first  
For each appointment the agent asks list\_available\_slots for the same service and day without a staff filter, and prefers a start within an hour of the original. Only when no colleague who offers the service is free does it look at the absent person's next working days, for customers who only want their own provider.
4. 04  
### Show the plan and count the emails  
Before any change the agent lists each customer with the proposed time and provider, and says how many update emails Setmore will send. Each reschedule\_appointment call waits for your OK, so you can approve the plan or change a line first.
5. 05  
### Recheck instead of forcing a slot  
If a slot was taken by an online booking in the meantime, the agent asks for open times again rather than double booking. Customers it cannot place in the next few days are listed by name for you to call.

### What you get back

Example data

```
Event added: Anna, Mon 19 Oct, 09:00 to 17:00 ("Out sick")
6 appointments affected
Moved to Ben, same day: Sam Ortiz 10:00 Massage, 60 min; Lena Fischer 14:00 Massage, 60 min
Moved to Anna, Wed 21 Oct: Maya Cole 09:00 Consultation, 30 min; Raj Patel 11:00 Massage, 90 min (wants Anna only)
Not placed: Chloe Grant 16:00 Massage, 90 min, no 90-minute opening until Thursday
4 update emails sent by Setmore; 1 customer to call
```

### Other ways to ask

- Ben is on vacation 26 to 30 October. Tell me which of his appointments Anna could take, but don't move anything yet.
- We close at 3 pm on Friday. Move every appointment after 3 pm to the same time next Monday, same team member.
- Block 12:00 to 13:00 on Anna's calendar every day next week for lunch and move anything already booked in that hour.
- Move all of tomorrow morning to the afternoon for the whole team, because the room is being painted.

Before you automate it

## What Setmore allows, and what to know first

- Setmore emails the customer when an appointment is edited, whether you or the customer made the change, unless the edit box under Updates in Settings > Notifications > Customer Notifications is unchecked.
- Setmore Events are meant for blocks shorter than 24 hours; longer absences and recurring breaks belong in Time Off and Breaks under Settings > Your team.
- Setmore double booking is off by default, only an account admin can switch it on, and it never applies to the Booking Page.
- When Allow online rescheduling is on under Settings > Calendar & Booking > Booking Flow, Setmore customers can reschedule from the Booking Page or a button in their email confirmation, so a moved customer can still pick another time.

reschedule\_appointment asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: [Book, Reschedule, or Cancel an Appointment (Setmore Help Center)](https://support.setmore.com/en/articles/490875-book-reschedule-or-cancel-an-appointment) · [Set working hours, breaks and time off (Setmore Help Center)](https://support.setmore.com/en/articles/490976-set-working-hours-breaks-and-time-off) · [Create events to block time (Setmore Help Center)](https://support.setmore.com/en/articles/491019-create-events-to-block-time-or-schedule-custom-appointments) · [Customer Email Notifications & Reminders (Setmore Help Center)](https://support.setmore.com/en/articles/491038-customer-email-notifications-reminders) · [Double booking (Setmore Help Center)](https://support.setmore.com/en/articles/490878-double-booking)

REST

## Call reschedule\_appointment from a script

curl

```
curl https://cotlet.dev/api/v1/setmore/reschedule_appointment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"appointment_id":"apt_51d7e2b9","start":"2026-10-19T10:00:00-04:00","staff_id":"stf_5b12c7"}'
```

Example response

```
{
"appointment_id": "apt_51d7e2b9",
"status": "rescheduled",
"staff": "Anna",
"start": "2026-10-20T15:00:00-04:00",
"end": "2026-10-20T16:00:00-04:00",
"customer_email": "sent"
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is setmore\_reschedule\_appointment. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/setmore-api-mcp-server#automations)

Tools

## Setmore tools this automation uses

__Cotlet Setmore tools used to bulk reschedule Setmore appointments when a team member is out__
| Tool | Parameters |
| ----------------------- | ------------------------------------------ |
| list\_staff | none |
| block\_time | start, duration\_minutes, staff\_id, notes |
| list\_appointments | from, to, staff\_id, service\_id |
| list\_available\_slots | service\_id, date, staff\_id |
| reschedule\_appointment | appointment\_id, start, staff\_id |

[All 15 Setmore tools with descriptions](https://cotlet.dev/integrations/setmore-api-mcp-server#tools)

## Frequently asked questions

### Can I stop Setmore from emailing every moved customer?

Yes. Uncheck the edit option under Updates in Settings > Notifications > Customer Notifications before the run and turn it back on after. Setmore then sends no update email for those edits, so customers hear about the new time only from you.

## More Setmore automations

- [Mark Setmore no-shows and track repeat offenders](https://cotlet.dev/integrations/setmore-api-mcp-server/mark-no-shows)
- [Monthly Setmore bookings report by service and team member](https://cotlet.dev/integrations/setmore-api-mcp-server/bookings-report)
- [Setmore API and MCP server: every tool](https://cotlet.dev/integrations/setmore-api-mcp-server)
- [All use cases](https://cotlet.dev/use-cases)

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