Appointment states
Each appointment has a state, which you see in the schedule when you hover the mouse over the appointment and in the Schedules › Appointments list. You change it by clicking the appointment: the menu shows only the steps that fit the current state, and asks you to confirm before applying them.
The Schedules › Appointments list opens with the appointments from today onward. To see past appointments, open Filter, click Appointment date (From) and choose an earlier date, or select Clear to see them all. Searching also works within those dates: if you are looking for a past appointment, change the date first.
The states
- Requested: an appointment the client requested online that you haven't assigned yet. The time is already taken.
- Assigned: the appointment is booked and the time is reserved for the client. It is the state of the appointments you book yourself from the schedule.
- Waiting: the client has arrived and is waiting to be seen.
- Attended: the client has already been seen. Medical From an attended appointment you can create a consultation order.
- Canceled: the appointment was canceled and the time is free for another appointment. In the schedule, canceled appointments are hidden; to see them, turn on Suspended.
Move from one state to another
| If the appointment is… | You can choose | And it becomes… |
|---|---|---|
| Requested | Assign | Assigned |
| Assigned | Mark as waiting | Waiting |
| Assigned or Waiting | Mark as attended | Attended |
| Waiting or Attended | Back to assigned | Assigned |
| Requested or Assigned | Suspend | Canceled |
| Canceled | Activate | Assigned |
Back to assigned is for correcting an appointment you marked by mistake: the appointment stays reserved for the same client.
To change an appointment's state, with any of these steps, you need the Book appointments permission. See the permissions.
Cancel and activate again
When you cancel an appointment, its time becomes free and can be given to someone else. If you later activate it again with Activate, the appointment goes back to Assigned at the same time, even if another appointment was booked there in the meantime: check the schedule before activating it.
A canceled appointment can also be removed with Delete, if you have the Assign events permission. When you remove it, its date and client details are lost.
The appointment's history
From Activity, in the appointment's menu, you see all its changes: when it was booked, when it was moved and each change of state.