Appointment statuses explained
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Every appointment carries a status, and the calendar shows it on each appointment so you can read the day at a glance. Press Key at the top of the calendar at any time to see what every colour and mark means.
The statuses
- Confirmed. The booking is locked in. It is tinted in its appointment type's colour, or its treatment category's colour if it has no type. Ordinary appointments you create from the diary start as confirmed.
- Pending reservation fee. Payment for the booking has not completed yet. This can include an online booking or a short hold created by your team. It carries a currency sign (for example £), so you can tell it apart from an appointment type that happens to be amber.
- Completed. The visit happened; the appointment is done.
- No show. The patient did not attend. Marking a no-show can trigger a waitlist offer, and any booking reservation fee they paid is kept; see Marking a no-show and what happens next.
- Cancelled. A dashed, struck-through appointment. Cancelled appointments are hidden by default; press View at the top of the calendar and turn on Show cancelled to see them, along with the cancellation reason in the drawer. They are never shown in month view.
Changing a status
- Click the appointment on the calendar to open its drawer.
- Pick Pending reservation fee, Confirmed or No show from the Status dropdown. Completed is also available there for a single-treatment appointment.
- Press Save changes.
To complete a visit, use Mark appointment completed under Payment. With unsaved edits it reads Save and mark completed. For a multi-treatment visit, it completes all treatments except those cancelled or marked as a no-show. If money is still outstanding, check the amount before choosing Complete the visit anyway. Completing records that the treatment happened; it does not take payment.
Cancelling is deliberately separate: use the Cancel appointment section at the bottom of the drawer, where you can record a reason. See Cancelling an appointment.
Why it pays to keep statuses accurate
Statuses feed your reporting, your no-show rate and the follow-up messages patients receive, so a quick status update at the end of each visit keeps everything downstream honest.
Price not set means the visit still needs a price. It does not mean the patient owes nothing or that the visit has settled.