> For the complete documentation index, see [llms.txt](https://kb.logicerp.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.logicerp.com/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/appointments/appointment-status-and-cancellation.md). # Appointment Status and Cancellation **Available on:** Desktop · Web · Phone Every appointment has a **status** that shows where the client is in their visit. The status decides the appointment's colour in the diary and what you can do with it next. ## The statuses | Status | Colour | Means | | --------------- | ----------- | ---------------------------------------------------------------------------- | | **Unconfirmed** | Light green | Booked, not yet confirmed with the client. Every new appointment starts here | | **Confirmed** | Green | The client has confirmed they are coming | | **Lobby** | Purple | The client has arrived and is waiting | | **CheckedIn** | Yellow | The service has started — a job slip exists. Walk-ins start here | | **Completed** | Light blue | The service is finished and billed | | **Canceled** | Red | The appointment will not take place | ## Changing the status In the Appointment Viewer, right-click an appointment and choose **Set Status As**. The status it has now is ticked, and only the changes allowed from it can be picked: | From | Can be set to | | --------------------------- | ------------------------------------------------------------------------------------------ | | **Unconfirmed** | Confirmed, Canceled — and CheckedIn if **Filter Status** in Configuration is *Unconfirmed* | | **Confirmed** | Unconfirmed, Lobby, Canceled — and CheckedIn if **Filter Status** is *Confirmed* | | **Lobby** | Confirmed, CheckedIn, Canceled | | **CheckedIn** | Completed | | **Completed**, **Canceled** | Nothing further | * With **Allow Completed On Any Status** ticked in Configuration, *Unconfirmed*, *Confirmed* and *Lobby* appointments can also be set straight to **Completed**. * An appointment whose end time has passed cannot be changed any more, unless it is *CheckedIn*. * With **Use Employee Wise Attendance** on, nothing can be changed while the stylist is not available (on leave or off shift). * A grouped appointment's members are changed from the **Grouped Appointment** window — see [Grouped Appointments](/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/appointments/grouped-appointments.md). > **Example — a normal visit.** Riya books a haircut for Friday 5:00 PM — *Unconfirmed*. On Thursday you phone her and she says yes: set it to **Confirmed**. She arrives at 4:55: set **Lobby** (purple), so the stylist knows she is waiting. Anita calls her in: set **CheckedIn** — a job slip is made. When the haircut is done, set **Completed** and bill her. ### **What each change does** | Set to | What happens | | ----------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Confirmed**, **Unconfirmed**, **Lobby** | The status changes; nothing else is asked | | **CheckedIn** | A **job slip** is created for all of the client's services in this appointment that have the same status. If **Show Parameter Values Before Checkin** is ticked, the **Parameter Values** window opens for each service that has parameters. Then, if **Print Job Slip On Checkin** is ticked, you are asked *"Print Job Slip?"*. See [Check-In and Parameter Values](/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/appointments/check-in-and-parameter-values.md) | | **Completed** | The bill opens with the client's checked-in services on it — see [Billing Appointments](/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/billing-appointments.md). If **Show Parameter Values Before Billing** is ticked, the **Parameter Values** window opens for each service first. If the services were already paid for in a package, no bill is needed — see *Pre-billed package services* below | | **Canceled** | You are asked for the reason first, unless the appointment already has one — see *Cancelling* below | If you complete an appointment that was not yet checked in (allowed with **Allow Completed On Any Status**), it is checked in first — job slip, Parameter Values and *"Print Job Slip?"* as above — and then billed. When you set a service to *Unconfirmed*, *Confirmed*, *Lobby* or *Canceled* and that status is ticked under **Auto Update All Appointment Service Status** in Configuration (Unconfirmed and Confirmed out of the box), the client's other services in the same appointment that had the same old status change with it. A service cancelled this way does not get the cancellation reason and does not give its package use back — cancel such services one by one if that matters. ### **Pre-billed package services** If **every** service on the job slip was already paid for in a package, with no extra charge, completing asks *"Mark the selected Pre-Billed Package Appointment as Completed..."* (**No** is the default). Choose **Yes**, type any remarks in **Enter Remarks** and click **OK**: the services are marked completed without a new bill. If **Show Parameter Values Before Billing** is ticked, the **Parameter Values** window opens next. You are then asked *"Print Final Job Slip?"*. Choosing **No**, or **Cancel** in Enter Remarks, completes nothing. If even one service on the job slip is an ordinary service or carries an extra charge, the bill opens as usual. ## Cancelling Set the status to **Canceled**. The **Select Cancellation Reason** window opens first — unless the appointment already has a reason: * Pick a reason from the list — its description (or its name, if it has none) is shown and cannot be edited — or choose **Other ...** and type the reason under **Enter Reason For Cancellation**. * Click **OK**. The appointment is cancelled and the reason is saved with it. With no reason, you are told *"Invalid cancellation reason!"* and the window stays open. * Click **Cancel** to leave the appointment as it was. The reasons in the list are set up in **Cancellation Reasons** (in the menu under **Configuration**). If none are set up, only **Other ...** is offered. A cancelled appointment disappears from the diary's **Current** view. Click **Canceled** on the toolbar to see cancelled appointments. If it used a package service, that service is given back to the package. > **Example.** Arjun phones to say he is unwell and cannot come for his 3:00 PM facial. Right-click it › **Set Status As › Canceled**, pick *Client unwell* and click **OK**. The facial turns red and drops out of the Current view; Anita's 3:00 PM slot is free again. ## Deleting instead of cancelling **Delete** (right-click an appointment) removes it completely, after asking *"Are you sure you want to delete this appointment of … with …?"*. Use it for a booking made by mistake — cancelling keeps a record; deleting does not. * A **Completed** or **Canceled** appointment cannot be deleted, and nor can a grouped appointment if any member is Completed or Canceled. * You need the **Delete** right. * Deleting a package service gives it back to the package. ## On the web **Set Status As** works the same way on the web. On a computer, right-click the appointment. On a phone, long-press it and pick **Set Status As: …** with the status you want from the list — the current one is ticked. 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