Appointment Status Follow-ups: Setup, Alerts & Insights Guide

Feature overview

This feature enables end-to-end management of appointment status follow-ups by allowing you to configure when reminders start and how frequently they are triggered for pending updates. It includes real-time alert popups to notify users about appointments that require immediate action, ensuring timely status updates and accurate record maintenance. Additionally, it provides detailed insights into follow-up activities across users and branches, helping track pending appointments, monitor user responsiveness, and improve overall scheduling efficiency and operational visibility. 

Navigation Path

Settings → Appointment → Appointment Status Follow-ups

Steps to Configure Follow-up Timings

1. Open Appointment Status Follow-ups

• Go to Settings.

• Navigate to Appointment.

• Click on Appointment Status Follow-ups.
  
  

2. Enable Status Follow-ups

• Turn ON the Enable Status Follow-ups toggle.

• This activates reminders for incomplete past and current appointments.
  
  

3. Configure Grace Period After Appointment

• Locate Grace Period After Appointment.

• Select a value from the dropdown:

  • 15 Minutes

  • 30 Minutes

  • 45 Minutes

  • 1 Hour

  • 2 Hours

  • 3 Hours

  • 4 Hours

  • 5 Hours

What this means:

• This defines how long the system waits after the appointment ends before starting follow-up reminders.

Example:

• If an appointment ends at 2:00 PM and grace period is 30 minutes, follow-ups start at 2:30 PM.

4. Configure Follow-up Frequency

• Locate Follow-up Frequency.

• Select how often reminders should be sent:

  • 15 Minutes

  • 30 Minutes

  • 45 Minutes

  • 1 Hour

  • 2 Hours

  • 3 Hours

  • 4 Hours

  • 5 Hours

What this means:

• This defines the interval between each reminder until the appointment status is updated.

Example:

• If frequency is 15 minutes, users will be reminded every 15 minutes after the grace period ends.

5. Save Settings

• Click Save to apply the configured timings.
  
  

Appointment Alerts Popup

Steps to Use Appointment Alerts Popup

1. Alert Popup Trigger

• The Appointment Alerts popup appears automatically when there are pending appointments requiring status updates.
  
  

2. View Alert Details

• The popup displays the following information:

  • Today’s Appointments (DD/MM/YYYY) – Shows the current date.

  • Appointments need status updates – Count of appointments pending update.

  • Total Times Alerts Shown – Number of times the alert has been triggered.
    
    

3. Take Action

• Review the pending count and navigate to update appointment statuses (Completed, Cancelled, No Show).

4. Close the Popup

• Click Close button to dismiss the alert.
  
  

• Or use the Close (X) icon at the top of the popup.
  
  

Status Follow-up Insights

Navigation Path

Settings → Appointment → Status Follow-up Insights

Steps to Use Status Follow-up Insights

1. Open Status Follow-up Insights

• Go to Settings from the main menu.

• Navigate to Appointment.

• Click on Status Follow-up Insights.
  
  

2. Select Branch(es)

• Locate the Branches dropdown.
  
  

• By default, all branches are selected.
  
  

• Use the available options:

  • Select All – Includes all branches in the report.

  • Deselect All – Clears all selections.

• Choose one or multiple branches as needed.
  
  

3. Select Date Range

• Locate the Date dropdown.

• Choose from the following options:

  • Today

  • Yesterday

  • Last 7 Days

  • Last 30 Days

  • Current Month

  • Custom Range (manually select start and end date)
    
    

4. Review Insights Table

The insights table provides the following columns:

• Login User – Name of the user handling appointments.

• User Email ID – Email address of the user.

• Branch Name – Associated branch/location.

• Opened Appointments (Today) – Count of appointments still open for the current day.

• Opened Appointments (Previous Day) – Count of appointments still open from the previous day.

• Follow-up Count – Total number of follow-up reminders triggered.

• First Follow-up Time – Timestamp when the first follow-up was triggered.

• Last Follow-up Time – Timestamp of the most recent follow-up.

5. Analyze the Data

• Identify users with high open appointment counts.

• Check follow-up count to understand reminder frequency.

• Compare first and last follow-up times to measure response delays.

Use Cases

• Configure calendar view and time slots for efficient scheduling.

• Control booking rules (avoid double booking, enforce resource selection).

• Ensure mandatory steps like client consent before completing services.

• Standardize cancellation reasons for tracking and reporting.

• Automate follow-ups to remind users to update pending appointments.

• Monitor user and branch performance through follow-up insights.

Benefits

• Reduced scheduling conflicts and better time management.

• Improved data accuracy with consistent status updates and structured inputs.

• Higher operational efficiency through automation and defined workflows.

• Better compliance and risk control with mandatory conditions.

• Enhanced visibility and accountability across users and branches.

• Data-driven decisions using insights on cancellations and follow-ups.