Update appointment statuses
Learn how to track appointments in your calendar at a glance and keep your team organized throughout the day using appointment statuses.
In this article
How appointment statuses work
Updating appointment statuses helps you manage your workflow and triggers appointment notifications for your clients.
Each appointment starts with a default status of Booked, and updates from there depending on what happens next. You can update appointment statuses manually or let them change automatically based on client actions or completed sales. These are color-coded and visible across your calendar, appointment list, and client profiles, so you always know what stage a booking is at.
The following status changes happen automatically:
- Booked: The default for any new appointment created in the calendar by your team. If a client books online and no payment policy is applied, the appointment will be created in this status.
- Confirmed: Applied when a client confirms their booking. It may be set by your team or automatically if the client confirms by accepting your payment policy.
- Completed: Set when the appointment is checked out through the point of sale. It will always have a sale linked to it, but the payment may still be unpaid or part-paid.
- Cancelled: Set when an appointment is cancelled. Appointments can only be cancelled if the start time is in the future. Clients may also cancel online, depending on your online booking settings.
You can manage your workflow by manually updating appointment statuses using:
- Custom statuses: Create statuses that are tailored to your business needs, for example "Arrived" or "Started" to indicate the appointment is in progress.
- No-show: Set manually if the client doesn't show up for the start appointment. You can only apply this after the appointment's start time has passed.
Update the status of an appointment
You can update an appointment status anytime from the calendar.
- Open an appointment.
- Click on the current Status in the top right of the appointment view.
- Select a new status from the drop-down menu to update the appointment.
Status changes take effect immediately and will update the appointment’s color in your calendar.
Create custom appointment statuses
If you have a specific workflow, you can create custom statuses that reflect your business needs.
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From the main menu on the left of your screen, go to Settings.
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Click on Scheduling to create custom appointment statuses.
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In the left menu panel, select Appointment statuses.
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Click the Add button in the top right to create a new status.
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On the new appointment status page, fill in the following details:
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Name: Add a title for the status. For example, “Consultation” or “Pre-treatment”.
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Icon: Click on the icon and select a new one that reflects the status reason. This will show on the appointment in the calendar.
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Color: Choose a color that will reflect the status on the appointment in the calendar.
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Click the Add button in the top right to save the new appointment status.
Once created, your custom statuses will appear as options when updating an appointment’s status.
Edit or delete appointment statuses
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From the list of appointment statuses, click the Actions button next to the status you want to manage.
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Choose one of the following options from the panel:
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Edit: Update the details of the status time, including the Name, Icon, and Color.
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Delete: Permanently remove the blocked time type. A confirmation pop-up will appear asking you to re-confirm the deletion.
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Move up or Move down: Change the position of the status in the list to control where it appears when updating an appointment's status.
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Any changes made to a status will instantly reflect across all associated appointments. If you delete a status that's in use, you'll be prompted to select a new status to reassign those appointments.
Some statuses are system defaults and can’t be edited, reordered, or deleted, these include, Booked, Confirmed, Completed, Cancelled, and No-show.
FAQs
Custom appointment statuses are for internal use only. Clients will still see standard updates like confirmations and reminders.
When deleting a status, it will be deleted immediately if the status isn’t in use. If it is being used, you’ll need to reassign those appointments to another custom status. You won’t be able to select Completed, Cancelled, or No-show.
Yes, each appointment within a group appointment can have its own status. You can update the status individually for each booking within the group.
Appointment statuses will show on each individual appointment, including those within a group appointment. You’ll also see the status in the Appointment list under Sales, and in each client’s profile under their appointment history.
