Every appointment in the hub carries a status. Keeping statuses accurate tells you who actually showed up, and it lets your automations do the follow-up for you: a thank-you after a call, a rebooking nudge after a no-show, or a check-in after a cancellation.
The statuses and what they mean
New: a fresh booking that has just been scheduled.
Confirmed: the appointment is confirmed and on the calendar.
Showed: the client attended.
No-Show: the client did not attend.
Cancelled: the appointment was cancelled by you or the client.
Invalid: a booking that should not count, such as a test or a duplicate.
Marking an appointment as Showed or No-Show updates it in the hub only. It does not send an "event updated" email through any connected Google, Outlook or iCloud calendar, so your clients will not be bothered by extra notifications.
Update a status manually
In the left menu, go to Calendars.
Click the Appointment List View tab at the top.
Find the appointment and open the Status dropdown in its row.
Choose Confirmed, Showed, No Show, Cancelled or Invalid.
The change saves immediately. You do not need to open the appointment. From the three-dot menu on the same row you can also View Details, Edit, Reschedule or Delete the appointment.
To see only certain appointments, use the advanced filters and add an Appointment status condition, for example to list every No Show from last week. When you add more than one filter, an appointment must match all of them.
Automate what happens after a status change
Statuses are most useful when they trigger follow-up. Here is a simple no-show follow-up as an example.
Go to Automations and create a new workflow.
Add the trigger Appointment Status.
In the trigger filters, set the status to No-show. You can also limit it to one calendar with the In Calendar filter.
Add an Email action with a friendly "we missed you" message and your booking link.
Optionally add a Wait step and a second reminder.
Save and publish the workflow.
Use the same pattern with other statuses:
Showed: send a thank-you, a next-steps email or a review request.
Cancelled: send a quick "no problem, here is the link to rebook" message.
Confirmed: send preparation details or a what-to-bring checklist.
A rescheduled appointment counts as a new appointment, so the contact enters the workflow again from the start. Keep this in mind if your workflow adds tags or sends offers.
If you want these follow-ups to go out by text to US numbers, sending SMS from the hub requires A2P 10DLC registration, which needs an enterprise-level upgrade. Ask our support team through the chat widget in the hub and we will request it for you.
Change a status automatically
You can also let a workflow set the status for you. For example, a workflow can mark an appointment Confirmed after a client replies to a confirmation email.
In your workflow, add the action Update Appointment Status.
Give the action a name.
Choose the status from the dropdown: New, Confirmed, Cancelled, Showed, No-show or Invalid.
Double-check the status before saving. The wrong choice updates real appointments.
If the workflow started from an appointment trigger, the action updates that same appointment. If it started from something else (a tag, a form, a reply), it updates the contact's most recent appointment, so make sure that is what you want.
Tips
Set statuses the same day. Reporting under Reporting relies on accurate Showed and No-Show counts.
Use the Modified By filter on the Appointment Status trigger if you only want automations to fire when a client changes a status (for example cancels), not when a team member does.
Use Invalid for test bookings so they do not skew your numbers.
Still stuck? Open the chat widget in the hub and our support team will help.