Appointment Status

Use appointment statuses

Appointment Status adds practice-defined labels or states to help teams distinguish stages of an appointment workflow. Use short names that staff can understand consistently. A status does not replace cancellation, payment, attendance, or journal records.

Configure statuses

Open Settings → Apps → Appointment Status. Activate the App, then create or edit the statuses available to the practice. Choose the displayed name and visual treatment, and arrange them in a useful order when ordering is supported.

Document internally when each status should be used. Avoid status names that reveal health or other sensitive facts on screens visible to broader staff.

Apply and review

Open an appointment and choose the appropriate status. Confirm the saved value on the calendar or appointment details. When staff have different calendar or client permissions, verify that their access still follows those permissions; a status must not grant access to the appointment.

If a status is missing, check that the App is active, the status remains enabled, the signed-in user can edit that appointment, and the page is using current settings. Before deleting or replacing a status, review how existing appointments and reports will display it.

Boundaries

Appointment status is separate from Attendance, which records whether a participant attended, and from invoice payment state. Do not put client names, reasons for absence, clinical facts, or appointment notes into a status label or AI Assistant question. The Assistant can explain statuses but cannot change appointment records.