An appointment's status records what happened: the client arrived, didn't arrive, or cancelled. Keeping statuses up to date lets your team see at a glance what happened, finalises prepaid online booking invoices, and keeps your reporting accurate.

This guide shows you how to update an appointment's status, what each status does, and how to undo a cancellation.

Update the status of an appointment

Go to the Calendar tab.
Select the appointment.
In the appointment side panel, click the Status drop-down.
Select No Status, Arrived, Did Not Arrive, or Cancelled.

If you select Cancelled, splose takes you through the cancellation steps, where you choose a reason and confirm.

What each status does

No Status: No status has been set. The report counts these as appointments as Arrived for 1:1 appointments and utilisation.
Arrived: The client attended the appointment. If they prepaid through online bookings, splose applies their credit to the draft invoice and finalises it. The invoice doesn't sync to your accounting software, such as Xero, until then.
Did Not Arrive: The client did not attend the appointment and did not cancel. splose doesn't send a cancellation notification, and doesn't apply the NDIS cancellation suffix (_CA) code to the invoice automatically.
Cancelled: The client or practice cancelled the appointment. If you've set up cancellation rules, splose applies any fee based on the cancellation reason you select and how much notice was given. splose also sends your cancellation messages if you've set them up.

Things to Note

Each client in a group appointment has their own attendance status, which you can see in the appointment side panel.
You can still invoice an appointment marked Did Not Arrive or Cancelled if your cancellation rules allow it.
If you don't want to invoice a cancelled appointment, select Do Not Invoice? in the appointment side panel.
Did Not Arrive and Cancelled appointments count towards a case's Allocated and Invoiced totals only while Include Cancelled and Did Not Arrive Appointments is ticked on the case. When it's unticked, they stay linked to the case, but do not count.

Troubleshooting and FAQs

No-shows

Should I mark a no-show as Did Not Arrive or Cancelled?

Use Did not arrive if the client didn't show up and didn't cancel.

Use Cancelled if they cancelled. For NDIS, splose only adds the cancellation (_CA) code automatically to Cancelled appointments, and only if you've set a cancellation item code on the service.

If you need it on a Did not arrive appointment, add it on the invoice yourself.

Undo a cancelled appointment status

I cancelled the wrong appointment. Can I undo it?

Yes. Open the appointment, click the Cancelled drop-down and select No status, Arrived or Did not arrive.

Cancelled an online booking

A client paid through online bookings, but their invoice is still a draft and hasn't synced to Xero. Why?

splose finalises the invoice when you mark the appointment as Arrived. Mark it as Arrived to apply the client's payment and finalise the invoice. More on paid online bookings →

Reporting

Do No Status appointments count in reporting?

Yes. The report counts appointments with No status as Arrived for 1:1 appointments and utilisation