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
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:
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.
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
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
Completed
The bill opens with the client's checked-in services on it — see Billing Appointments. 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. The cancellation reason window opens full screen on a phone.