How to Manage Appointments Online

Ever had a client appointment on your schedule that you’d forgotten to mark as completed once you’d met with him or her? Yeah, that happens, but worse is when a week passes and you have to complete a report for the month on completed appointments. You can stop this from happening by effectively managing your appointments online, and in this post I’m going to show you how to manage appointments by changing their statuses using an online scheduling system.


What’s their status?

Status #1:  “My client plans to come in on Thursday!” - Open Appointments

If you have a client who plans to come in this week, once they've scheduled an appointment with you through your web scheduler, their appointment will automatically be marked as "Open" if you check under the "Appointments" tab > "Appointment Lists" > select the correct date or time time period > and click on the "Open" tab.

Find an open appointment

Find an open appointment

When you check your calendar in our BackOffice, you'll be able to see the time, client's name, and the reason for their appointment.

See an appointment on your calendar

See an appointment on your calendar

But what if a client has cancelled with you, and wants to re-open the appointment for a later date? You can accommodate him or her by going to the "Appointments" tab > click on the "Appointment Lists" tab > and click on the "Cancelled" tab.

Find the cancelled appointment

Find the cancelled appointment

Next, place a check in the box beside their appointment > click the "Re-Open" button and you'll be prompted to send a note as well as an email to the client and staff member regarding the change in status. Lastly, click the "Confirm & Re-Open" button.

Re-open the cancelled appointment

Re-open the cancelled appointment

Optionally add a note about the change in status and send emails

Optionally add a note about the change in status and send emails

Status #2:  “My client has checked in at the front desk” - Checked-In Appointments

After your client walks through the door or after you have finally greeted him or her, you can easily mark their status as "Checked-in" for their appointment by going to your calendar > finding the client's appointment > and selecting the "Checked-In" option under the "Mark as" drop-down.

Find appointment on your calendar

Find appointment on your calendar

Click the "Mark as" drop-down and then "Checked In"

Click the "Mark as" drop-down and then "Checked In"

Confirm that you want to check in the client

Confirm that you want to check in the client

This would also be especially helpful if you are a receptionist for a physician as when you check in a patient, the physician can look at the calendar or appointment lists under the "Open" tab to see that their patient has made it and is ready to be seen by having a check under the "Checked In" column. This could also be helpful for veterinarian, personal fitness, salon, and even business appointments if clients plan to meet with a professional.

Client checked-in for tax preparation service

Client checked-in for tax preparation service

Status #3:  “My client and I have met” - Completed Appointments

If you've already met with your client and he or she has completed their appointment, when you go to the "Appointment Lists" tab you can change their status to "Completed" by placing a check in the box beside their appointment and clicking on the green "Complete" button.

Mark appointment as "Complete"

Mark appointment as "Complete"

Status #4:  “My client needed to cancel” - Cancelled Appointments

Things happen and that's why we've made it easy to keep track of appointment statuses. If a client needs to cancel, simply go to the appointment on your calendar and under the "Mark as" drop-down you can change the status to "Cancelled".

Mark appointment as "Cancelled"

Mark appointment as "Cancelled"

Status #5:  “My client didn’t come today” - No Show Appointments

If a client doesn't show up for an appointment, you can change the status of the appointment to "No Show" by going to your calendar, finding the appointment, and changing the status to "No Show" under the "Mark as" drop-down

Mark appointment as "No Show"

Mark appointment as "No Show"

Take Notes

Need to make a note of something? If you don't have a notepad handy, easily add notes to a client's appointment by clicking on their appointment from your calendar > clicking on the "Notes & Messaging" tab > and then click on the "Add Note" button or the "why don't you add one" link. After you've typed up your note in the pop-up box, you can save it by clicking on the "Add Note" button. And there you have it!

Add a new note for an appointment

Add a new note for an appointment

New note has been added

New note has been added

Automatic Email Notifications

Typing up twenty custom appointment confirmation emails is quite a bit, but fifty or more is pushing the mark in terms of efficiency. Save time on typing up emails by having them already written out (in pre-made email templates) and automatically sent out. It's like mail sent via special delivery but faster (yay Internet!) If you ever wish to customize your email templates, feel free to change the wording and formatting using our email tags and adding your own text using our Team Professional Plan or Solo Professional Plan.

Start managing your appointments like a boss today by signing up to create a schedule online with us. We're sure that you'll be relieved a week later when you realize that you don't need to flip through any papers or search for the date and time in your mind when one of your clients have scheduled with you.

Happy Scheduling!