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Custom Appointment Statuses

Overview​

The Custom Appointment Statuses feature in Mysched allows you to create and manage custom statuses for your appointments, providing greater flexibility for different business scenarios. While Mysched already included four default appointment statuses (e.g., Pending, Approved, Canceled, and Completed), this may not always fit the needs of every business. With the custom statuses feature, you can tailor appointment management to your specific workflow and business requirements.

Why Custom Appointment Statuses Are Important​

For businesses that offer a variety of services, having only the default appointment statuses may be limiting. Different industries and businesses often have unique processes for handling appointments, requiring more detailed or specific status updates. For example, a clinic might need a status for "Awaiting Test Results," while a salon might want to add "Service In Progress" to better manage their operations.

Custom appointment statuses allow businesses to:

  • Reflect the unique stages of their service processes.
  • Improve internal communication by using status labels that are meaningful to their team.
  • Provide clearer information to customers, helping them understand the current state of their appointment.

Creating a Custom Appointment Status​

To create a new custom appointment status, follow these steps:

  1. Navigate to the Appointment Statuses Section:

    • In the Mysched admin panel, go to the Appointment Statuses section.

  2. Add a New Status:

    • Click the + Add Status button to create a new status.
    • Enter a Title for the status, which will be visible on the appointment and in the booking panel.

  3. Customize the Appearance:

    • Select an Icon: You can choose from a wide variety of icons to visually represent the appointment status. Mysched supports FontAwesome v5.15.4 icons, and you can explore the available icons at the following link.
    • Set a Color: Assign a color to the status to differentiate it visually on your calendar and booking dashboard.

  4. Mark as Busy Slot (Optional):

    • If the status should mark the appointment slot as "busy" (i.e., the timeslot cannot be booked by another customer), check the Mark as Busy Slot checkbox. This option is useful for statuses like "In Progress" or "Confirmed" where the time is already allocated.

  5. Save the Status:

    • After customizing the status to your liking, click Save to add it to your list of available appointment statuses.

Editing and Deleting Appointment Statuses​

You can also modify or remove both custom and default appointment statuses at any time:

  • Edit a Status: To edit an existing status, click on the status in the list and update its details (e.g., title, icon, color, etc.). Any changes will be reflected immediately in your appointment management dashboard.
  • Delete a Status: To delete a status, click the Delete button next to the status. Be careful when deleting default statuses, as this action is permanent.

Scenario: Salon Appointment Workflow​

Let’s explore a scenario where a salon uses custom appointment statuses to streamline their booking process:

  1. Pending: The default status for all new appointments.
  2. Confirmed: Once the staff reviews the appointment details and verifies the availability of the stylist, they change the status to Confirmed.
  3. Service in Progress: When the customer arrives and the service begins, the staff marks the appointment as Service in Progress, which also blocks that timeslot from being booked by anyone else.
  4. Awaiting Payment: After the service is complete but the payment has not yet been made, the status is set to Awaiting Payment.
  5. Completed: Once the payment is processed, the status is changed to Completed.

By using these custom statuses, the salon is able to manage their appointments more effectively and provide both the staff and customers with real-time updates on the status of the appointment.

Using Custom Appointment Statuses in Workflows​

Custom statuses can also be integrated into the Workflow module, allowing you to automate notifications or other actions based on status changes. For example:

  • Send an email notification to the customer when their appointment moves to the "Confirmed" status.
  • Trigger a reminder to the staff when the appointment reaches "Awaiting Payment."
  • Automate follow-up actions once the appointment is marked as "Completed."

By combining custom appointment statuses with the powerful automation tools in Mysched, you can optimize your appointment management and ensure smooth communication with both staff and customers.

Conclusion​

The Custom Appointment Statuses feature in Mysched is a powerful tool that allows businesses to personalize their appointment workflows and improve operational efficiency. Whether you're running a salon, clinic, or any other appointment-based business, custom statuses give you the flexibility to adapt the system to your unique processes. By defining your own statuses, customizing their appearance, and integrating them into workflows, you can enhance both your internal management and customer experience.

For more information or assistance with setting up custom appointment statuses, please contact the Mysched support team.