Appointment statuses: scheduled, completed, no-show and cancelled
What the four statuses mean, when to use them, and what happens to your revenue, reviews and online payments when you change one.
On this page
Every appointment has a status. A new appointment is Scheduled. Afterwards you set it to Completed yourself, or to No-show if the client didn't come. Bitbooking doesn't change the status by itself, so make a habit of doing it at the end of each day.
| Status | Meaning | What happens |
|---|---|---|
| Scheduled | The appointment is on. | The time is taken. The client gets a reminder if you've switched reminders on. |
| Completed | The client came. | Counts as revenue in Reports and under Spent in the customer profile. If reviews are on, the client gets a review email. |
| No-show | The client didn't come and didn't cancel. | Counts towards Cancellations & no-shows on the dashboard and No-shows in the customer profile. An online payment stays as it is. |
| Cancelled | The appointment isn't happening. | The time becomes free again. If the client paid online, they automatically get the full amount back. |
Change a status
Step 1: In Appointments, click the appointment.
Step 2: At the top of the panel, click the current status, for example Scheduled.
Step 3: Choose the new status.
It's saved immediately and you'll see Status updated.
Spotting the status in the agenda
The agenda's side panel shows under Status which marker belongs to which status. A completed appointment has a tick, a no-show a person with a cross, and a cancelled appointment is crossed out and grey.
No-shows and online payments
With online payments you can ask for a deposit or the full price at booking. Only the Cancelled status triggers an automatic refund. No-show and Completed leave the payment as it is. See Online payments: how they work.
Does the client get a message when I change the status?
No, a status change doesn't send an email. The only thing that goes back to the client automatically is a refund, when you set a paid appointment to Cancelled.
I set an appointment to Cancelled by mistake.
Set it back to Scheduled, as long as the time is still free. If the client paid online, the money has already been refunded though.
What's the difference between Cancelled and deleting?
A cancelled appointment stays visible in the agenda and in the client's history. Deleting removes it for good. Only delete appointments you made by mistake.
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