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Appointment lifecycle

You manage an appointment from its detail page (or the calendar). This guide explains what statuses mean and which action triggers which notification.

What statuses mean

Appointments change status across their lifecycle.

Pending approval: a new booking you haven't approved yet.
Confirmed: you approved it; the customer gets a confirmation and a reminder is scheduled.
Completed: the visit happened; a satisfaction survey may be triggered.
No-show: the client didn't attend.
Cancelled (slot open): cancelled and the time reopened for bookings.
Cancelled (slot locked): cancelled but the time stays closed.
Client cancellation: the customer cancelled, or you approved their cancellation request.

Approving

Open a pending appointment and click Approve. On approval the confirmation email and WhatsApp/SMS, (if applicable) a reminder, calendar sync, and outbound webhooks are triggered. For online appointments a Meet/Zoom link can be generated and shared at this point.

Panel UI preview (sample)

You cannot approve an appointment whose time has already passed and is still pending; instead, close it silently as Completed or No-show.

Cancelling

Cancellation offers two paths: Slot open (the time reopens for bookings) or Slot locked (the time stays closed). A cancellation reason is required (up to 500 characters) and is shared with the customer where appropriate.

If the customer sent a cancellation request, a notice appears on the appointment detail; approving it closes the appointment as a client cancellation.

Rescheduling

Pick a new date/time from the reschedule dialog. On success the customer gets a reschedule message, the old reminder is cancelled, and a new reminder is set for the new time.

Completing and no-show

After the visit mark the appointment Completed; if the satisfaction survey is enabled, an invite is sent. If the client didn't attend, choose No-show. A finished (terminal) appointment can't be reverted to Pending approval.

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