Appointment Statuses Explained

Statuses help you track the progress of each appointment through your workflow.

Available Statuses

Booked (Blue)

The default status when an appointment is created.

• Customer is scheduled but hasn't confirmed
• Used for initial bookings

Confirmed (Green)

Customer has confirmed their appointment.

• Reduces no-shows
• Important for preparation

Arrived (Yellow)

Customer has arrived at your location.

• Helps track waiting time
• Alerts staff that client is ready

Started (Purple)

Service is in progress.

• Staff is actively with the customer
• Timer tracking can begin

Completed (Green)

Service is finished.

• Ready for checkout
• Appears in visit history

No-show (Red)

Customer didn't show up.

• Tracks missed appointments
• Triggers the No-Show Fee Modal (if a customer is attached and a no-show fee is configured)

No-Show Fee Modal: When changing status to No-Show, a modal appears with three options:

1. Charge saved card: Instantly charges the fee to the customer's saved Stripe or Barion card
2. Add as debt: Records the fee as a PENDING (unpaid) sale, visible on the customer profile
3. Waive fee: No fee charged, status simply changes to No-Show

The modal shows a summary with the service name, fee percentage, calculated amount, and any deposit already paid.

Walk-in appointments (no customer): Status changes directly without a modal. No fee configured (0%): A simple confirmation dialog appears.

Cancelled (Gray)

Appointment was cancelled.

• By customer or staff
• Keeps record in history
• If cancellation is within the late cancellation window, a fee modal appears with the same three options (charge card / add debt / waive)

Status flow

Typical appointment flow:

Booked → Confirmed → Arrived → Started → Completed

Alternative flows:

• Booked → No-show (triggers fee modal)
• Confirmed → Cancelled (may trigger late cancellation fee modal)

Use case scenarios

Scenario 1: Confirmation routine

A salon manager confirms tomorrow's bookings every evening. She filters to "Booked" status, calls each one, marks confirmed ones as "Confirmed". Next day, no-shows are minimised because customers who didn't pick up the call were either reached or rebooked.

Scenario 2: Arrival check-in

Customer walks in at 14:00 for her 14:00 appointment. Reception clicks her booking, sets status to Arrived. The stylist sees the yellow indicator on the calendar, knows she's ready, doesn't keep her waiting longer than necessary.

Scenario 3: No-show with saved card

Customer doesn't show. Reception changes status to No-show. The fee modal pops up: "Charge 10,000 Ft (50% of service)?" Reception clicks "Charge saved card". Stripe deducts immediately. Customer gets an automated email explaining the no-show fee.

Scenario 4: Late cancellation

Customer cancels 1 hour before her booking. The salon's late-cancel window is 24 hours. Status changes from Booked to Cancelled, and the fee modal appears. The owner decides to waive this time (first offense) but adds a note for next time.

Scenario 5: Walk-in upgrade

A customer walks in without a booking. Reception creates a booking on the spot, status starts at Arrived (skipping Booked). Service starts immediately, status advances to Started, then Completed. Quick flow, no friction.

Tips

• Confirm bookings the day before: simple habit that reduces no-shows by 30-50%.
• Set status promptly: Arrived as the customer walks in, Started when she sits down. Helps the team coordinate.
• No-show fees aren't punishment, they're protection: configure them, communicate them, enforce them consistently.
• Don't manually set Cancelled to avoid the fee modal: the salon owner should decide each case, not bypass the system.
• Completed status drives reports: many reports filter to Completed only. Make sure status moves forward through the day.