No Show Appointments
We hate it when it happens, but it's a reality. At some point, one of your clients will not show up for his/her appointment. As such, you can categorize these appointments as No Show.
Appointments can be marked as No Show from any status. Once an appointment is listed as "No Show" it can then be Re-Opened, marked Completed, or marked as Cancelled.
If you mark appointments as No Show, you have the option to send out an email to the Client about the changed status. A time stamp of the status change will be listed on the Audit Trail for the appointment after you mark it as No Show.
In this documentation, we will go through how to:
We will also discuss what can be done once appointments are listed as No Show and how you can make these changes in both List views or the Appointment Detail view.
You can mark Open appointments as No Show from either the Appointment Detail or Open List views. To mark the Open Appointment as No Show from the Appointment Detail view, click the Status dropdown and select "No Show":
At this point, you will be prompted with the option to send out a No Show email to the Client. You can select who you want to notify about the No Show appointment status and then add a No Show Note that will be inserted into the body of the email:
After you press Confirm as No Show, the appointment detail record will update and show the appointment status as "No Show". You will also see a time stamp of the status change on the Audit Trail:
Open appointments can also be marked as No Show from the Open appointments list. To do this, navigate to Appointments → Appointment Lists → Open and select the appointment(s) from the list that you want to mark as No Show. Then click the status dropdown menu and select "No Show":
After confirming that you do indeed want to mark the selected Open appointment as No Show, the appointment(s) you selected will display in the No Show Appointments list:
Suppose you are a lawyer who bills by the hour. If a client has signed up for an appointment, you might just start the appointment by checking the client in right at the appointment start time instead of when the client actually arrives. If the client doesn't end up arriving for the appointment after a certain period of time, you can check the client out as a No Show and still have a time stamp for the start and end time of the appointment for your billable hours.
To check a client out as No Show from the Appointment Detail view, select the Status dropdown and click the "No Show" option:
At this point, you will be prompted with the option to send out a No Show email to the Client. Remember, when you checked the client in, they were not sent an email about the Checked In status change as Checked In is a sub-status of Open and really just used for internal organizational purposes. You can select who you want to notify about the No Show appointment status and then add a No Show Note that will be inserted into the body of the email:
After you press Confirm as No Show, the appointment detail record will update and show the appointment status as "No Show". You will also see a time stamp of the status change on the Audit Trail:
This can also be done from the Checked In appointments List view. To do this, navigate to Appointments → Appointment Lists → Open and select the appointment(s) you want to check out/ mark as a No Show:
You will again see the confirmation modal, you will have the option to send the "No Show" appointment template to the client and add a note before you click change status:
Once you press Confirm as No Show, your screen will update and display the new appointments you just marked as No Show in the No Show List view: