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.
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.