Smartlists for Appointments

Create Smart Lists to quickly access appointments based on custom filters.

Updated: November 14, 2024

• Locating your appointments
• Default Columns in the Appointment List View
• Customizing Your Appointment List View
• Advanced Filters for Appointments
• Creating, Editing & Deleting Smart Lists

Locating your appointments

1. In your account, select Calendars > Appointments (top of the page)
2. The view now includes three default lists:
   1. Upcoming: Lists all future and currently ongoing appointments.
   2. Cancelled: Displays appointments that were either cancelled, marked as no-shows or invalid.
   3. All: Shows every appointment booked with the business.

Default Columns in the Appointment List View

The appointment list provides a comprehensive view of your scheduled appointments, making it easy to manage and track important details at a glance.

The table includes the following default fields:

• Index: A sequential number to help organize and reference appointments easily.

• Title: The title of the appointment as configured in the calendar settings.

• Invitee: The primary contact or customer attending the appointment.

• Status: The current status of the appointment, such as:

  • New: Recently created, awaiting confirmation.
  • Confirmed: The appointment has been confirmed.
  • Showed: The invitee has shown up for the appointment.
  • No-show: The invitee missed the appointment.
  • Cancelled: The appointment was cancelled.
  • Invalid: The appointment was marked as invalid due to an error or other reason.

• Appointment Time: The scheduled date and time of the appointment.

• Calendar: Displays the calendar through which the appointment was created.

• Appointment Owner: The user or team member who has been assigned to the appointment.

• Rescheduled Tag: Any appointment that has been rescheduled will have a visible Rescheduled tag for easy identification.

Customizing Your Appointment List View

To make your appointment management even more efficient, you can manage columns in the appointment list to add or remove fields based on your specific needs. You can also rearrange the columns as per your convenience.

Select "Manage Columns" in the upper right hand corner next to the search bar to include:

• Created By: Identifies who or what system created the appointment.
• Date Added: The date and time when the appointment was created.

Advanced Filters for Appointments

Advanced filtering options to make it easier to navigate and manage your appointments. These filters allow you to quickly pinpoint specific appointments based on various attributes:

1. Calendar: Narrow your search by selecting specific calendars. This is useful if you manage multiple calendars for different teams, departments, or purposes.

2. Users: Filter appointments by the users assigned to them. This helps you view all appointments associated with specific staff members or users, ensuring clear oversight of team activities.

3. Status: Track appointment progress with status filters, which include:

   • New: Appointments that have just been created.
   • Confirmed: Appointments that have been confirmed by you.
   • Showed: Contacts who attended the scheduled appointment.
   • No-show: Contacts who missed their appointment.
   • Cancelled: Appointments that were cancelled.
   • Invalid: Appointments that were marked as invalid for various reasons.

4. Date Added: Filter by the date the appointment was originally created. This is helpful for finding recent bookings or tracking the influx of appointments over time.

5. Start Date / Appointment Time: Use this filter to sort appointments by their scheduled start date and time. This is essential for tracking upcoming or past appointments within a specific time frame.

6. Created By: Use this filter to find appointments based on who created them.

7. Is Rescheduled: View appointments that have been rescheduled, allowing you to track changes and follow up as needed.

You can use AND and OR filters to tailor your filtering options according to your specific use case. Additionally, when selecting a calendar, user, or status, you have the flexibility to use the following conditions: is or is any of. This allows you to choose either a single item or multiple items based on your requirements.

Creating, Editing & Deleting Smart Lists

In addition to the default lists, users can create Smart Lists to quickly access appointments based on custom filters. This feature is particularly useful for businesses that require different views to effectively manage their appointments.

How to Create a Smart List?

1. In the Calendars > Appointments View > Click on + Smart List
2. Name Your Smart List: Provide a descriptive name for your Smart List.
3. Add Filters: Set up your desired filters to customize the appointments displayed in the Smart List.
4. Apply Sorting: Organize the appointments according to your preferred sorting criteria.
5. Manage Columns: Choose which columns to display in your Smart List.
6. Click on Save as New: Once you’ve configured your Smart List, click this button to save it.
7. Access Your Smart List: The new Smart List will appear as a tab next to the default tabs. Each time you click on this tab, the previously configured filters will be applied, displaying the relevant appointments.

To edit an existing Smart List:

1. Open the view of the Smart List you wish to edit.
2. Click on Customize List located on the right side.
3. Modify the filters, columns, or sorting as needed.
4. After making your changes, click on save to apply the changes.

To delete a Smart List:

1. Open the view of the Smart List you wish to delete.
2. Click on Customize List located on the right side.
3. Click on Delete List to delete the Smart List. 
4. Confirm the deletion to remove it.