Appointment Status Overview #
Statuses are a powerful workflow tracking feature throughout the software,
designed to keep things from falling through the cracks by organizing
the many areas of your business – appointments, clients, communications, sessions,
invoices, production, and tasks – into custom workflows. Basically, you create a
workflow by defining the steps of a process from beginning to end. These
steps are called statuses.
Appointment Statuses are used to help you track your appointments from booking through completion. A sample appointment workflow may include the following statuses:
- “Consultation Booked”
- “Consultation Confirmed”
- “Consultation Completed”
- “Session Booked”
If you plan to track appointment statuses, you should begin by creating
your own custom appointment status cycle by creating the steps involved.
Setting up Appointment Statuses #
- Go to Maintenance
> Appointment > Appointment Statuses to open your list of appointment statuses. -
Appointment Statuses by Type – Appointment statuses are sorted by each Appointment Type. This simply means you will be able to set up a different set of
statuses for each of your appointment types. For example, say your
workflow for a “Sales Presentation” appointment is very different than “Senior Consultation” appointments. To see the statuses
for another appointment type, click the down arrow next to the appointment type and choose a type from the list. See also: Appointment Types -
Choose an appointment type from the drop-down list.
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Click New to add a status.
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Complete the following fields:
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Description – Enter a short description for the appointment status. Make sure to give each status a
unique description. For example, use “Sales Presentation Booked” for a sales presentation
status and “Senior Consultation Booked” for a senior consultation status. This will come in
handy when sorting on the Appointments hub. -
Default Duration -Enter the number of business days this step normally takes. The software uses the duration to calculate a Status Due Date that appears on the session. You can use status due dates to see what items are overdue and catch things that may be falling through cracks.
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Initial/Final Status – Your appointment workflow cycle must have one step that is the Initial Status and one step that is the Final Status. To change your selection, choose a new step as the initial/final status and the software will reassign it.
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When finished, click OK to save your appointment status list.
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To maintain your appointment list, you may also want to:
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Make a Status Inactive – Make an appointment status inactive by checking the Inactive box on a status in the list.
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Set the Initial/Final Status – Quickly change the initial and/or final statuses by checking and unchecking the appropriate boxes on the status list.
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Delete a Status – Highlight the status and click Delete on the ribbon.
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Rearrange the List – Highlight an appointment status and use the Move Up and Move Down tools on the ribbon.
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Hide Inactive Statuses – Click Hide Inactive on the ribbon to hide (or reveal) any inactive statuses.
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Print the List – Click Print on the ribbon to generate a printed report of your appointment statuses.
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Export the List – Click Export to PDF/Excel to export a file.
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Close the appointment status list when finished.
