Applies to: All
Every appointment has a status that shows what happened with it. Statuses keep your calendar easy to scan and your appointment reporting accurate.
Overview
Scheduled: The appointment is booked and hasn't happened yet. New appointments start here.
Completed: The appointment happened. Appointments move here on their own once their end time passes.
No-show: The customer didn't come to the appointment.
Cancelled: The appointment won't happen. Cancelling notifies the customer and can't be undone.
How statuses change automatically
When a Scheduled appointment's end time passes, it moves to Completed, based on your store's local time. You don't need to close out each appointment by hand.
If you move a past appointment back to Scheduled, it stays Scheduled. It won't be completed automatically again.
If a customer declines the calendar invite for their appointment, the appointment is cancelled and the change is recorded as made by the customer.
Appointments you create with a past date, such as walk-ins or phone bookings, are saved as Completed unless you choose another status when you create them. See How to create an appointment from the calendar.
How to change an appointment's status
Select Appointments from the left-hand navigation, then select the appointment to open its side panel.
In the Status & Outcome section, select the Status field.
Choose the new status.
Select Save.
The options in the list depend on the appointment's current status:
Current status | You can change it to |
Scheduled | Completed, No-show, or Cancelled |
Completed | No-show, Scheduled, or Cancelled |
No-show | Completed, Scheduled, or Cancelled |
Cancelled | Can't be changed |
Admins, managers, and staff members can all change an appointment's status.
You can mark an appointment Completed before its end time if it finishes early.
Choosing Cancelled opens a confirmation dialog first. See How to cancel an appointment.
Correcting a status
Completed and No-show can be corrected at any time, with no deadline. You can switch between them or move either one back to Scheduled.
Cancelled is final. Once an appointment is cancelled, its status and details are locked, except Customer Notes. To rebook, create a new appointment.
Rescheduled and archived appointments
Rescheduled isn't a status. Rescheduling an appointment doesn't change its status, and a rescheduled appointment shows an icon on the calendar instead. See How can I reschedule an appointment?
Archived isn't a status either. Archiving keeps an appointment's last status, hides it from your calendar, and leaves it out of your cancellation rate. See How to archive an appointment.
How statuses look on the calendar
Your color coding, by staff or by service type, still sets each appointment's color. Status changes the style of the appointment, not its color.
Status | Day, week, and month views | List view |
Scheduled | Standard appointment | No badge |
Completed | Standard appointment, same as Scheduled | Completed badge |
No-show | Dashed border with a crossed-out eye icon in the top-right corner | No-show badge |
Cancelled | Outline only, with the text struck through | Cancelled badge, text struck through |
Archived | Gray and faded, with the text struck through | Archived badge, gray, text struck through |
Calendar View
List View
Filtering by status
The Status section in the calendar sidebar sits between Service type and Calendars. Check or uncheck a status to show or hide those appointments in the day, week, month, and list views.
By default, Scheduled, Completed, and No-show are checked and Cancelled is unchecked, so cancelled appointments are hidden until you check it.
Archived appears below the statuses and is unchecked by default. Checking it shows every archived appointment, whatever its status.
Blocked time always shows, whichever statuses are checked.
Calendar search follows these filters. If you can't find an appointment, check whether its status is unchecked.
Status in appointment history
Every status change is added to the appointment's history with the new status, who made the change, and when. Changes made automatically read Automatically on [date], and the most recent entry is marked Current. Earlier entries stay in the history when a status is corrected.
Reporting on statuses
You can chart appointments by status in Dashboards, for example to compare no-shows and cancellations across stores. See How can I create charts using appointment data?
Frequently asked questions
Why do my older appointments say Completed?
When statuses were introduced, appointments with a date in the past were marked Completed. If one of them was actually a no-show, you can correct it.
Why don't I see cancelled appointments on my calendar?
Cancelled appointments are hidden by default. Check Cancelled in the Status section of the sidebar to show them.
I cancelled an appointment by mistake. Can I undo it?
No. Cancelling notifies the customer and can't be reversed. Create a new appointment to rebook.
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