Viewing Appointments from the List Tab
Want to see your open appointments? Easy! You can view your open appointments or appointments that are waiting to be completed from the "List" menu tab. From this tab you can also view your open classes, closed classes, upcoming appointments including those synced through your Google Calendar, completed appointments, cancelled appointments, pending appointments, no-shows, appointment invoices, and your wait list. Whether you would like to view a pending appointment that has not been paid for yet, or an appointment that had been completed two weeks ago, the List Views tab is your go-to. In this documentation you will learn how to view appointments from the "List Views" tab through the various options available.
To view a list of your open appointments from the "Main" menu tab and My Calendar page, simply click the "List" menu tab:
Once you've clicked the "List" menu tab, click "Open Appointments" and this will show you a list of all of the appointments that are open with you for your services.
From here you have several options. You can do the following:
- View the Appointment Detail screen by clicking on the search glass button: This will allow you to see the specifics of the appointment to include the location, staff, service, client, time, & additional features that you can learn more about by visiting our documentation for Viewing the Appointment Detail Page.
- Mark an appointment as Cancelled: Marking an appointment as Cancelled from the Open Appointments list view will transfer the appointment over to the Cancelled Appointment List View. You can learn more about this feature in the Canceling Appointments documentation.
- Mark an appointment as Completed: Marking an appointment as Completed from the Open Appointments list view will transfer the appointment over to the Completed Appointment list view. You can learn more about this feature in the Marking Appointments as Completed documentation.
- Mark an appointment as a No Show for a client that did not keep the appointment: Marking an appointment as No Show from the Open Appointments list view will transfer the appointment over to the No Shows Appointment list view. You can learn more about this feature in the Marking Appointments as No Show documentation.
- Send an email to the selected clients by placing a check in the checkmark box: You can send an email to certain clients while on the Open Appointments page by placing a check in the checkmark boxes beside the appointments that particular clients as scheduled for, and then clicking the "Send Email to selected" button. As an example, I have placed checks beside appointments for Kelly Wright & Thomas Wright to send them both an email. You can learn more about this feature in the Sending Bulk Emails for Appointments documentation.
And that briefly covers the actions you can carry out while on the Open Appointments page under the "List" menu tab.
In the Open Classes list view, you can view all of the classes that are currently open or have not been completed with your clients.
From this list view you'll be able to see Date, Start Time, End Time, Class, Staff, Location, Max Capacity, Filled, Available, & Room Number for appointments.
If you click on one of the open classes, you'll be directed to the Class Attendees List which will show you the following:
- The class attendees (who in this example are Thomas Wright & Kelly Wright for a Farm Tour)
- The number of clients who have registered for your class
- The number of clients who are on your Waiting List – *Please note: Only checkAppointments Business users have access to creating and editing their Waiting List
- Client contact details
- And several additional options that you can learn more about in our Adding clients to your class attendees list documentation & the Finding Class Attendees documentation.
If you would like to see your classes that have been closed–as in the date and time for the class has passed and or enrollment has closed–you can see those classes in the Closed Classes list view. As an example for viewing a class that has passed, Jackson's Farm had a Butter Churning Class scheduled back on November 10, 2015 and this class had 3 attendees.
By clicking on the Closed Classes link, I can see this class in the Closed Classes list view since the date has passed:
As an example for viewing a class for which the enrollment time frame has passed, Jackson's Farm has an open class called How to Make Homemade Buttercream Frosting that is scheduled for scheduled on Thursday, November 12, 2015 at 11:00 a.m. This class currently has only 3 attendees signed up, but has a capacity for 10 attendees.
Attendees can continue signing up for this class until 24 hours before it begins. To set how many hours in advance attendees can sign up for the class, simply go to the "Setup" menu tab > Classes link > and then choose the appropriate class. In this case, I'll be clicking on the "How to Make Homemade Buttercream Frosting" class.
Scroll down until you see the label "Latest Class", and from here you can choose the number of hours in advance that attendees can continue signing up for your class. Attendees can continue signing up for the How to Make Homemade Buttercream class until 24 hours before the class begins (Wednesday, November 11, 2015 11:00 a.m.) which has passed.
Therefore, this class should be listed under the Closed Classes list view. Let's check there by going to the "List Views" menu tab > Closed Classes list view:
And there it is! You should be able to see classes under the Closed Classes list view with dates that have passed, or the time frame for enrollment has passed for the number of hours that clients can book in advance.
You can view your upcoming appointments synced through your Google Calendar under the Upcoming Include Google list view. Here, you'll be able to see your appointments made through checkAppointments and those you've scheduled through Google Calendar.
From the "List View" menu tab, click on the Upcoming Include Google link and you'll be able to see your current and synced appointments:
The "Brief Team Meeting" appointment was scheduled through the Google Calendar that I have synced and appears in the list. By clicking on the search glass button for this appointment, you can see on the Appointment Details page that it was synced through Google.
You can also see that this event appears under the "Integrations" menu tab > Sync with Google Calendar page. To learn more about syncing Google Calendar with your checkAppointments account, please follow the link to documentation that we have on this feature.
To see your completed appointments, go to the "List" menu tab and click on the "Completed" link. From here you will be able to see appointments that you have marked as completed. As you can see in the image below, Charles Wright scheduled an appointment for "Small Issue Tractor Servicing" at 11:00 a.m. on Friday, November 13, 2015. Once his service was complete, I marked him as Completed and his appointment was moved to the Completed list view.
To see the details of his appointment, I can click on the search glass and this will provide the specifics of his appointment to include that the status of his appointment has been changed to "Completed".
To see your cancelled appointments, go to the "List" menu tab and click on the Cancelled link. This will allow you to see the details of a cancelled appointment.
As an example, Melissa Felder needed to cancel her appointment for learning how to make homemade ice cream due to a engagement. By clicking on the search glass button, you can see the appointment's details and have access to a number of other options that the Appointment Details page provides.
Pending appointments are appointments that clients have not completed payment for and are in queue to be added to the Open Appointments list. To see your pending appointments, go to the "List View" menu tab and then click the Pending link.
When your clients book appointments with you through your web scheduler and your service or class has a price, their appointment will appear in the this list view up to 90 minutes while awaiting their payment. If clients do not complete payment within this time frame, their appointment will be cancelled.
Let's walk through a brief example to see an appointment appear in the Pending List View by scheduling an appointment for a Family Portrait service.
Once I've pulled up the web scheduler for the business and see read their Welcome page, I can click the "Next" button.
I will then be asked to choose the type of photo shoot that I would like to do, and will select "Family Portraits". *The important factor to note here is that this service has a price, and services with a price will require clients to pay before their appointment is opened for servicing. After selecting the type of photo shoot I want, then I will click the "Next" button.
Next, I will choose the date and time that I would like to come in for the Family Portrait photo shoot. Taylor is scheduled to be available on Friday, November 13, 2015 from 10:00 a.m. - 12:00 p.m. and those hours work well for my family on that day.
After choosing the date and time I'd like to schedule my appointment for, then I can enter in my information. Once I've entered my information, I will click the "Save" button. Now, I'll be provided a brief summary of my appointment details, and will be asked to submit payment through the available options.
Now, since I have not paid for my appointment as a client, in the Back Office for checkAppointments under the "List Views" menu tab and Pending list view, I should be able to see that my appointment is pending. Let's check there:
My appointment for the Family Portrait service is pending. I have 90 minutes from the time that I set the appointment to submit payment or it will be cancelled. And this is how you can see your pending appointments in the Pending list view.
If one of your clients does not show up for a scheduled appointment and you've marked them as a No Show, their appointment can be seen from the No Shows list view. To see the appointments you've marked as No Show, click on the "List" menu tab and then the "No Show" link.
As an example, Tabitha had an appointment scheduled for the How to Make Homemade Buttercream Frosting service on November 12, 2015, but did not show up for the appointment that day. After marking the appointment as a No Show, it was added to this list view.
You can view your appointment invoices through the Invoices list view by going to the "List" menu tab and then clicking on the "Invoices" link. This list view shows clients for whom you've created invoices for. You can learn more about creating invoices through this link to this documentation page.
As an example, I've created invoices for the clients Kristin Cooper and Jason Reid both with the amounts of $25.00 each for the Cooking Class scheduled on Friday, November 13, 2015.
I can view Kristin's invoice by clicking anywhere on her invoice details.
After clicking anywhere on Kristin's invoice details, I am taken to the description page for her invoice where I can view the invoice's details, charges and credits, and payments section with various actions concerning payments.
Users with checkAppointments Business accounts have access to creating a Wait List for clients. You can view clients who are on your Wait List from the "List" menu tab by clicking on the "Wait List" link.
As an example, Damien Marley has been added to Lucy's Wait List for the Intro to DSLR Class for Monday, August 25, 2015 with the preferred time of 11:00 a.m.
To see the details of Damien's appointment, I can click on the Calendar button and will be able to see specifics of his appointment to include the Location, Staff, Service, Client, Date, Appointment Time, Class, and additional details.
