This feature is available on the Pro Plan.

Once volunteers are signed up for an event or shift, life happens, and they may need to cancel—and Timecounts makes it easy for them to do that right from their dashboard, saving you time. But if they cancel last minute, especially after you’ve finalized the schedule, it can be a headache to find a replacement or even know about it in time.
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Setting a cancellation limit helps volunteers think twice before dropping out last minute. You can still allow cancellations when it’s truly needed, but you might ask them to follow a specific process, like giving you a quick call. This way, you’re more likely to hear about real issues directly and can get a backup plan in place without scrambling.

Timecounts lets you set a cutoff time for volunteers to cancel through the hub (ie. 48 hours before a shift). While it won’t stop all cancellations, this feature gives you more control and allows you to guide volunteers on what to do for last-minute cancellations.

To set this up, go to Settings > Preferences and scroll to Cancellation Options to enter the cutoff time in hours. We recommend adding a short message for volunteers to see if they try to cancel after the cutoff, with instructions on what to do next.
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The default setting is 0, which means there’s no limit on when volunteers can cancel. We recommend keeping this limit reasonable, as setting it too far out could frustrate volunteers. It’s also helpful to inform volunteers of your cancellation policy in advance so they aren’t caught off guard.

On the user dashboard (timecounts.app/me), volunteers can view their upcoming commitments. Normally, if they need to cancel, they just click a button and choose “Cancel” from the dropdown.

But with a cancellation limit in place, if they try to cancel after the cutoff, the arrow on the button turns into a lock icon. When they click it, they’ll see your custom message with instructions on what to do next.