You can create custom appointment statuses in Appointy to track appointment progress using terminology that matches your business workflow.
Custom statuses are especially useful when the default appointment statuses are not enough to describe what is happening with a booking.
What is a custom appointment status?
A custom appointment status is a status you create to represent a specific stage in your appointment workflow.
For example, depending on your business, you might use statuses such as:
- Checked In
- Waiting
- In Progress
- Completed
- No Show
- Ready
- Follow-up Required
The status names you create should match the operational process used by your team.
Example: Class attendance tracking
Suppose you run a training center, fitness studio, coaching business, or any business that accepts class bookings.
You may want to track whether each participant actually attended the class.
In this case, you can create custom statuses such as:
- Attended
- Absent
After the class, your team can update each booking with the appropriate status.
This gives you a simple way to track attendance directly against the appointment.
How to create a custom appointment status
Quick navigation
Calendar → Select Appointment → Check-in → New Status → + → Add Status → Save
Steps to create a custom status
- Log in to your Appointy admin account.
- Click Calendar in the toolbar on the left.
- Select any appointment.
- In the appointment details side panel, click the Check-in tab.
- Open the status drop-down and select New Status.
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- In the Status window, click the + icon next to the Status heading.
- Enter the name of your new status in the Add Status field.
- Click Save.
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The custom statuses will then be available for use on other appointments.
Example use case: Track class attendance
Suppose a business runs a class with 20 bookings.
After the class:
- 17 customers attended
- 3 customers did not attend
The business can mark the 17 bookings as Attended and the remaining 3 as Absent.
This makes it easier to maintain an attendance record directly in Appointy instead of tracking it separately.
Can I filter reports by appointment status?
Yes.
Appointment reports can be filtered based on appointment status.
For example, if you use Attended and Absent for class bookings, you can filter the report by status to review:
- All customers who attended
- All customers who were absent
- Attendance for a particular period
- Booking outcomes based on the statuses your business uses
This makes custom statuses useful not only for managing appointments, but also for reporting and operational analysis.
When should I use custom appointment statuses?
Use custom statuses when your business needs to track a specific booking outcome or workflow stage.
For example, a class-based business may use:
- Attended
- Absent
A different business can create statuses that fit its own workflow.
The key is to create statuses that represent something your team actually needs to track or report on.
Frequently Asked Questions
How do I create a custom appointment status in Appointy?
Open any appointment from the Calendar, go to Check-in, select New Status, click the + icon, enter the status name, and click Save.
Can I use custom statuses to track class attendance?
Yes. For example, you can create Attended and Absent statuses and apply them to class bookings after the session.
Can I filter reports by custom appointment status?
Yes. Appointment reports can be filtered using appointment status, allowing you to review bookings such as Attended or Absent.
Will a custom status be available for other appointments?
Yes. Once created, the status can be selected for other appointments.
Is a custom appointment status the same as cancelling an appointment?
No. A custom status is used to classify or track the appointment. Cancelling an appointment is a separate action.