Approving an appointment, changing its status and cancelling it
Approve the appointments that are waiting for approval; move between the arrived, completed, no-show and cancelled statuses and learn the package credit refund rules.
Last updated: 3 Ağustos 2026
Approving
Appointments booked online or waiting for approval show a Pending Approval badge on the card and on the row. You approve an appointment by opening its detail and pressing the green Confirm button.
The status menu does not open until the appointment is approved. To set an appointment to "Arrived" or "Completed" you have to approve it first.
Statuses and transitions
Not set: a record no action has been taken on yet.
Pending: an appointment where the customer is expected to arrive.
Arrived: the customer has come to the business, the session has started or is about to.
Completed: the service was delivered.
No-show: the customer did not come to the appointment.
Cancelled: the appointment was cancelled.
Moving forward between statuses is unrestricted; from "Arrived" you can only move to Completed, No-show or Cancelled. Completed, No-show and Cancelled statuses set by mistake can be undone and turned back into Not set or Pending.
Cancellation and the package credit — the decision is yours
If the appointment is deducted from a package, you are asked what should happen to the package credit when you confirm a cancellation or a "No-show". Based on your cancellation window (hours) setting the system marks one option as Recommended, but the choice is yours:
Return the credit: the session is added back to the customer's package.
Use up the credit: the session counts as used and does not go back into the package.
So you can return the credit even when the cancellation window has already passed, and you can choose to use up the credit on an appointment that was cancelled in time. The policy guides the business, it does not tie its hands.
This choice does not appear when a customer cancels their own appointment online — only the cancellation window rule applies there. The decision belongs to the business user.
Scope on recurring appointments
If the appointment is part of a recurring series, the system asks about the scope when you edit or cancel it: Only this appointment affects just the record you selected, while This and all following occurrences affects the whole series from that date onwards. Your package credit choice is applied to the entire scope you selected as well.
Deleting an appointment
Appointments without a sales card (those opened with the lesson planning wizard) can be deleted completely with the trash icon. A deleted appointment disappears from the calendar as if it had never been created, and the package credit is returned unconditionally — reserved credits come back too, and the cancellation window does not apply here.
On appointments that do have a sales card, the trash icon runs the cancellation flow. If you want to remove the sales card and everything inside it, use the delete action in the sales card detail.