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Appointment statuses

The status shows which stage the appointment is in. It is the right way to reflect what happened to the booking without losing the operational history.

Where the status can be changed​

  • from the appointment itself;
  • directly from Reception, if you have permission to update appointments;
  • in some online flows the status can be set automatically or depend on approval and payment.

When to change a status instead of deleting​

Change the status when the appointment was real and you want to keep its history:

  • the client arrived or did not show up;
  • the slot has passed and you want to mark the outcome;
  • the client cancelled;
  • payment or confirmation is still pending.

Deletion is better when the appointment was created by mistake and should not stay in the normal workflow. For that see Calendar.

What each status means​

New​

Use New when the appointment exists but has not yet been fully confirmed as accepted. This is also a common starting status for new and online bookings.

Confirmed​

Use Confirmed when the slot is accepted and should stay in the schedule as a normal active appointment.

Arrived​

Use Arrived when the client is already on site but the service has not started yet.

In progress​

Use In progress when work on the appointment has already started.

Served​

Use Served when the service itself is done, but there may still be operational steps left, such as payment or final notes.

Completed​

Use Completed when the appointment is fully closed and should remain as a finished record in history and reports.

No show​

Use No show when the client did not come to the booked slot.

Cancelled​

Use Cancelled when the appointment is cancelled by the business or by an operator.

Cancelled by client​

Use Cancelled by client when the cancellation came from the client side through a client or online flow.

Pending payment​

Use Pending payment when the appointment depends on a payment that has not been completed yet. This is common in online booking flows with prepayment.

Waiting​

Use Waiting when the client is attached but not confirmed into the main seats. You will most often see this in group bookings and classes when there are no free seats left. For the seat logic, waiting clients, and automatic movement from waiting status, see Seats and waiting clients.

Statuses that need extra attention​

In Reception the system asks for confirmation for more critical changes such as:

  • Cancelled
  • Cancelled by client
  • No show
  • Pending payment

Client notifications​

Some statuses can trigger automatic client notifications if you have active Notifications channels and templates. This most commonly applies to:

  • Confirmed
  • In progress
  • Cancelled
  • Completed
  • No show