🏷️ Custom Appointment Statuses: Track Every Stage of an Appointment, Your Way

🧭 Overview

Calendars now support Custom appointment statuses. Businesses can name each stage of an appointment in their own words, such as Checked in, Awaiting documents or Ready for appointment, instead of being limited to six fixed statuses. Every custom status belongs to one of six states: Pending, Active, Completed, No show, Cancelled and Invalid. The state controls what happens to the time slot, connected calendars and notifications, so scheduling keeps working the way it does today.

🚀 What's New?

✅ Your Own Statuses, Organised by State

A new Appointment status page lets you add, rename, reorder, archive and restore statuses within each state.

✅ Built-in States Keep Scheduling Predictable

Pending and Active statuses hold the time slot. Completed, No show, Cancelled and Invalid statuses free it for new bookings. Moving between statuses in the same state, for example from Confirmed to Checked in, only changes the label. It doesn't trigger notifications or calendar updates.

✅ Your Current Statuses Carry Over Automatically

Unconfirmed, Confirmed, Showed, No Show, Cancelled and Invalid become the default statuses in their matching states. Existing appointments, workflows and calendar settings keep working without changes.

✅ Safe Archiving

Archiving a status stops it from being picked for new appointments. Appointments that already have it keep it. A confirmation step explains the impact first, including workflows that set appointments to that status. You can restore an archived status anytime from Archived.

✅ Statuses Everywhere You Manage Appointments

Pick custom statuses from the New appointment window, the appointment details panel and the Appointment list view. Status pickers are grouped by state and searchable.

✅ Statuses for Individual Attendees for Class Booking Calendars

You can set a custom status for each individual attendee on an appointment.

✅ Workflow Automation on the Exact Stage

The workflow triggers, actions and filters now list your custom statuses. Renamed statuses update in workflows automatically. You can automate around a specific stage, such as sending a message when an appointment moves to Checked in (example status).

🧩 How to Use It

1. Turn on Custom Appointment Statuses from Labs for your location.
2. Go to Calendars › Calendar Settings > Preferences › Appointment status.
3. Open a state, click New status, type a name and create it. Drag statuses to reorder them, or use the pencil icon to rename one.
4. To retire a status, click the archive icon, review the impact, tick the checkbox and click Archive.
5. Set statuses on appointments from the New appointment window, the appointment details panel or the Appointment list view.

🎯 Why This Matters

• Matches how businesses really work: clinics, salons, field teams and agencies can track stages like Checked in or Technician assigned inside Calendars, instead of in notes, Opportunities or external tools.
• No risk to scheduling: availability, calendar sync and notifications are tied to states, so renaming or adding statuses never double-books a slot or sends an unexpected message.
• More precise automation: workflows can react to the exact stage that matters, which cuts manual follow-ups.
• Zero migration effort: existing statuses, appointments and workflows carry over as-is, so teams can adopt custom statuses at their own pace.
• A foundation for what's next: the same status framework will extend to Services, Rentals soon.