Appointment Statuses

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 #

1. 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

2. Choose an appointment type from the drop-down list.

3. Click New to add a status.

4. Complete the following fields:

• 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.

• 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.

5. When finished, click OK to save your appointment status list.

6. To maintain your appointment list, you may also want to:

• Make a Status Inactive – Make an appointment status inactive by checking the Inactive box on a status in the list.

• Set the Initial/Final Status – Quickly change the initial and/or final statuses by checking and unchecking the appropriate boxes on the status list.

• Delete a Status – Highlight the status and click Delete on the ribbon.

• Rearrange the List – Highlight an appointment status and use the Move Up and Move Down tools on the ribbon.

• Hide Inactive Statuses – Click Hide Inactive on the ribbon to hide (or reveal) any inactive statuses.

• Print the List – Click Print on the ribbon to generate a printed report of your appointment statuses.

• Export the List – Click Export to PDF/Excel to export a file.

7. Close the appointment status list when finished.