Skip to main content
Top

Appointment Lists

Updated

There are times when a calendar view just won't cut it for giving you a good idea of what you've got on your schedule in a given time period. You don't want to see a day view or week view or even a month view - you want to see a very specific time frame.

Or perhaps you want to be able to categorize appointments in bulk. Instead of just clicking into an individual appointment from your calendar to mark it as completed or cancelled, you would prefer to mass select a group of appointments and change their statuses all at once.

The Appointment Lists view creates a great way to let you view a custom time range of appointments in a given status as well as to change the statuses or other details of appointments in bulk.

In this help doc we'll cover - 

 

 

Finding Appointment Lists

To go to your appointment lists view, you'll need to navigate to Appointments > Appointment Lists - 

 

 

Appointment List Views

The Appointment Lists has 8 individual views available, separated by appointment status - 

 

Selecting each of these statuses will display all appointments with that status whose appointment date falls within the date range being viewed. We'll walk through each appointment list below and discuss the types of appointments that get categorized into each one. 

 

Waitlist Registrations List

If you have enabled the waitlist feature for your services and classes and would like to see the clients who you have added to the waitlist or have added themselves, this is the list where you can find them. I would recommend reading the documentation on how to enable the waitlist as well as how the waitlist settings work. 

Here's what the Wait List view looks like - 

 

Pending appointments get added to this list if they are waiting confirmation from the staff or if they are awaiting payment (if you have payment set as required at the time of booking), which means that the appointment is not yet in an Open status. Once the appointment has been accepted by the staff or payment has been submitted, then that appointment will get moved to the Open appointments list.

Here's what the Pending Appointments list view looks like - 

 

Open Appointments List

When an appointment is first created, it gets placed in Open status. This typically means that the appointment has yet to happen and thus there's no need to mark it as Checked In or Completed yet. After the appointment date passes, if you don't mark the appointment as completed or no show, it will stay in Open status unless you have appointments set to auto-complete after a certain time period.

The Open Appointments list shows your Open appointments and Checked In appointments. From the Open Appointments list, you can move appointments to any other status - Checked In, Completed, Cancelled, or No Show. You can also export the Open appointments list over any given time period.

Here's what the Open Appointments list view looks like - 

 

Completed Appointments List

After you have successfully fulfilled an appointment with a client, you can mark that appointment as Completed. A nice follow up email will be sent out to the client and the appointment will get categorized under its new status in your Completed appointments list. 

From the Completed appointments list view, you can re-open, cancel or mark appointments as no show in bulk to change the appointments' status and filter them under a different list.

Here's what the Completed Appointments list view looks like - 

 

Whether you cancel an appointment with a client or a client cancels the appointment for themself, you'll find all of your cancelled appointments in your Cancelled appointments list. 

You will not see your cancelled appointments on your calendar view since they have been cancelled and do not take up any space on your schedule unless you have made the necessary edits to your default calendar filter. 

From the Cancelled appointments list, you can categorize appointments as Completed or No Show or you can re-open cancelled appointments. The Cancelled List is also the only place that you can delete appointments from.

Here's what the Cancelled Appointments list view looks like - 

 

Clients that don't make it to their appointment time can have their appointments marked as No Shows. All of these appointments will display under the No Show appointment list.

Unlike Cancelled appointments, No Show appointments do not get removed from your default calendar view to open up availability for other bookings. 

You can Check In appointments from the No Show view in case you preemptively marked them as No Show before the clients arrived, you can change the appointments statuses to Completed, you can move them to Cancelled if you want to clear them off of your default calendar view or you can re-open the appointment.

Here's what the No Show Appointments list view looks like - 

 

If you've added any time off periods to your schedule, you'll be able to see and manage them from the Time Off list.

These time offs also display on your calendar view, as they are blocking your availability for scheduling. You can edit and delete time offs, but they do not have different statuses like the appointments described above.

Here's what the Time Off list view looks like - 

 

Deleted Appointments List

If you've deleted any time offs or moved a Cancelled appointment to the Delete status, you can find those events in the Deleted appointment list view.

Items in this list can be selected and added back to the calendar using the blue Undelete & Re-Open button. Staff members will have the option to send messaging to the client or staff to notify them of that change as well in that process. 

Here's what the deleted appointment list view looks like - 

 

 

Adjusting the Date Range for Appointment Lists

The appointments that display on the appointment lists described above are filtered not only by status but also by date using the Date Range selector found at the top of each appointment list view - 

 

This filters the list you are viewing to only include appointments that are scheduled for dates that fall within the selected range. There are a number of preset options you can choose to view such as Today, Yesterday, Tomorrow, Next 7 days, Next 14 days, This Month and Past Month - 

 

You can also select a custom date range to display by clicking on the starting point of the range on the calendar and then the end point of the range on the calendar - 

 

After selecting the 2 dates to define your range, click on the blue Apply button and the appointment list will get filtered to display only appointments that are scheduled between those 2 dates.

 

 

On each of these appointment lists, you'll see a Status dropdown that allows you to change the status of selected appointments in that list if you click on it and then select a different status - 

 

Once you do, you'll see a window pop up where you can confirm that you want to make these changes to the selected appointments - 

 

After clicking on the blue Change Status button on the Mark Appointment as window, the page will automatically refresh and you'll be able to see your selected appointments in the new list view.

 

Related articles

Powered by Zendesk