Completing Appointments
Appointments can be marked as Completed from any other status. Once an appointment is listed as "Completed" it can then only be Re-Opened, Cancelled, or marked as No Show. It cannot be Checked In from Completed status.
If you mark appointments as Completed, you have the option to send out an email to the Client and/or the Staff about the completed appointment. It will also help you stay organized in the TimeTap Back Office as you'll be able to neatly see the appointments that you have successfully completed in a given time period.
A time stamp of the status change will be listed on the Audit Trail for the appointment that you marked as Completed. This is just another way to stay organized or backtrack as to when you took a certain action.
In this documentation, we will go through how to:
We will also discuss what can be done once appointments are listed as Completed and how you can make these changes in both List views or the Appointment Detail view.
Auto Complete Appointments
Please note: by default, appointments are set to auto-complete after 7 days and does not send out the appointment completed email to your clients. If you want to update this setting, read our documentation on how to update appointment auto complete.
When a client comes in for his/her appointment, you have the option to mark them as Checked In. If you do this, then you can reciprocally check the client out of his/her appointment once it is finished and mark the appointment as Completed. You can do this either through the appointment detail view or through the Open list view.
To mark the Checked In appointment as Completed from the Appointment Detail view, select the "Status" dropdown option and click "Completed":
At this point, you will be prompted with the option to send an appointment completed email to the client. If you select that you do want to send an appointment completed email, you can add an optional note into the Completion Note field which can be inserted into the completed appointment email. TimeTap Professional and Business users will also see the option for editing the email before it is sent out:
If you selected to "Edit email before sending" then upon pressing "Change Status", a new window will appear to allow you to edit the email before sending it out. Once you've finished editing it, you can press "Send Email" at the bottom of the window to send the email to your client:
After you press Send Email (or "Change Status" if you didn't edit the email before sending), the appointment detail record will update and show the appointment status as "Completed":
You will also see a time stamp of the status change on the Notes & Messaging tab as well as the Audit Trail tab at the bottom of the screen:
Checked In appointments can also be marked as Completed from the Open list. To do this, navigate to Appointments → Lists → Open In and select the appointments from the list that you want to mark as Completed. Then hit the "Status" dropdown:
From the "Status" dropdown select Completed:
A new window will appear where you'll have the option to add a note which will be a added to the email you're sending to the client and/or edit the email before sending (only if you're changing the status of one appointment):
After confirming that you do indeed want to mark the Checked In appointment(s) to Completed, the appointments you marked as Completed will display in the Completed Appointments list:
You may not be using the "Check In" sub status to manage your appointments. That's A-Okay. You can mark appointments as Completed without having to check them in first. Open Appointments can be marked as completed from either the Appointment Detail or Open List views.
To mark the Open Appointment as completed from the Appointment Detail view, click the Status dropdown and select "Completed":
At this point, you will be prompted with the option to send an appointment completed email to the client. If you select that you do want to send an appointment completed email, you can add an optional note into the Completion Note field which can be inserted into the completed appointment email. TimeTap Professional and Business users will also see the option for editing the email before it is sent out:
If you selected to "Edit email before sending" then upon pressing "Confirm & Complete", a new window will appear to allow you to edit the email before sending it out. Once you've finished editing it, you can press "Send Email" at the bottom of the window to send the email to your client:
After you press Send Email (or "Change Status" if you didn't edit the email before sending), the appointment detail record will update and show the appointment status as "Completed":
You will also see a time stamp of the status change on the Notes & Messaging as well as the Audit Trail:
Open appointments can also be marked as Completed from the Open appointments list. To do this, navigate to Appointments → Lists → Open and select the appointments from the list that you want to mark as Completed. Then hit the "Status" dropdown:
From the "Status" dropdown select Completed:
After confirming that you do indeed want to Complete the selected Checked In appointments, the appointments you marked as Completed will display in the Completed Appointments list: