Changing the Status of an Appointment

Owned by Blair Horne
Jun 22, 2021
3 min read

Some situations may arise in which you need to change the status of the appointment to keep record for yourself and administrators. Additionally, changing the status of an appointment can trigger emails to send out to Participants regarding their appointments. There are 4 main statuses an appointment can be in: Open (which includes 3 sub-statuses), Completed, Cancelled, and No Show. They are used in the following ways:

  • Open--an appointment has been created, but has not happened yet.

    • Open-Confirmed--a participant has confirmed the appointment using the link in the email, or the Empower Associate has confirmed the appointment manually (perhaps after speaking to the participant via email).

    • Open-In Progress--an Empower Associate can change an appointment status to In Progress to indicate to anyone viewing their TimeTap calendar that the meeting has begun.

    • Open-Checked In--if using the Checkin feature, a participant would check-in, and their appointment status would change to Open-Checked In to indicate to the Empower Associate that the participant is onsite and ready to meet.

  • Completed--an appointment has taken place. This status can be manually changed by the Empower Associate, or can be changed automatically by the system 1 days after the appointment has taken place. Changing an appointment status to Completed will trigger an email, but an Empower Associate can opt not to send the email. If the appointment is completed by the system, the Completed Email will go out automatically.

  • Cancelled--an appointment will not take place. The open time will once again be available for booking by another participant. Both the participant and Empower Associate can change the status of an appointment to Cancelled. Changing an appointment status to Cancelled will trigger an email, but an Empower Associate can opt not to send the email.

  • No Show--there was no advance notice, and the participant did not join the meeting. Only an Empower Associate can change the status to No Show. Changing an appointment status to No Show will trigger an email, but the Empower Associate can opt out.

An Empower Associate can quickly change the status of an appointment from the Appointments page by clicking on the meeting and then clicking the gray Status button. From here, you can choose a status from the dropdown menu.

When choosing a status of No Show, Completed, or Cancelled, you will be prompted to send an email to the Participant. These emails have been set up ahead of time to include appropriate messaging for these status changes. Be sure to keep the “Send Participant an Email” option selected, and click Change Status. At this time, you can also add a note here that will remain with the appointment if you need to refer back to it.

After this, you should receive confirmation that the status has been changed.