Scheduling Tips # Appointment Statuses and Client Visit Statistics FindSlot Team · Published Oct 14, 2026 · Updated Oct 7, 2026 Appointment statuses shape the client visit statistics you see in FindSlot. A visit is an **Accepted or Completed appointment whose start time has passed**. That means an old Accepted appointment can count even if nobody has marked it Completed, and a future Accepted booking is not yet a visit. Before relying on a client's visit total, last visit or lifecycle segment, check that the appointment records describe what happened. The purpose of a status review is accurate history, rather than choosing labels that make a dashboard look better. ## Understand the qualifying visit rule The rule combines status with time. Both matter: **Past Completed appointment** - **Counts as a client visit?:** Yes - **What to review:** Service and date agree with the record **Past Accepted appointment** - **Counts as a client visit?:** Yes - **What to review:** Check whether the client attended or the status needs correcting **Future Accepted appointment** - **Counts as a client visit?:** No, not yet - **What to review:** It is an upcoming booking rather than a past visit **Past Missed appointment** - **Counts as a client visit?:** No - **What to review:** The missed outcome is correctly recorded **Canceled appointment** - **Counts as a client visit?:** No - **What to review:** The appointment was actually canceled **Declined request** - **Counts as a client visit?:** No - **What to review:** A declined request is not a customer no-show **Pending request** - **Counts as a client visit?:** No - **What to review:** The business has not accepted the request For "past," use whether the appointment's start has passed, rather than assuming an appointment counts only once its entire service has finished. This is the product's statistical definition; it is not independent proof of attendance. Read the [client-management guide](https://findslot.ai/client-management-service-businesses) for the profile's wider figures and fixed segment rules. A clear definition makes the following cleanup exercise easier to follow. ## A status-hygiene worksheet for one client Consider an illustrative client with these five records: **A** - **Timing:** Past - **Current status:** Completed - **Team's known outcome:** Client attended **B** - **Timing:** Past - **Current status:** Accepted - **Team's known outcome:** Client did not attend **C** - **Timing:** Past - **Current status:** Accepted - **Team's known outcome:** Client attended **D** - **Timing:** Past - **Current status:** Canceled - **Team's known outcome:** Cancellation handled before the visit **E** - **Timing:** Upcoming - **Current status:** Accepted - **Team's known outcome:** Client is expected next week Before correcting the records, A, B and C qualify under the visit definition. That produces three visits, even though the known outcomes establish attendance at only A and C. After the authorized team member verifies B and marks it Missed, the illustrative qualifying visit count is two. E remains an upcoming appointment; it has not become a visit simply because it is Accepted. D remains excluded because it was canceled. This exercise explains a data correction, not a real customer case or a promise of immediate recalculation. Check the profile after the application has processed the change. ## Start with recent past Accepted appointments A practical daily or weekly review can focus on appointments whose start has passed but remain Accepted. Some will accurately represent attended services; others may need a missed or canceled outcome recorded. Assign the review to someone with the appropriate appointment permissions. Use actual knowledge from the provider and the business's handling of the appointment. Do not infer a no-show just because a completion action is missing. A useful review note in your team's own working record can contain: > Appointment: \[identifier or authorized internal reference\]. Scheduled date and time: \[value\]. Current status: \[value\]. Outcome checked with: \[staff member or appropriate business record\]. Required correction: \[status or no change\]. Updated by: \[name\]. Follow-up needed: \[specific action or none\]. Do not copy unnecessary client information into a separate worksheet. Use an internal reference and keep the task limited to resolving the appointment outcome. ## Keep canceled, declined and missed outcomes separate A client who used the cancellation route is different from a client who did not attend an active appointment. A request the business declined is different again. Treating all three as no-shows damages the meaning of the client's history. If the sequence is unclear, review the current appointment and ask the staff member who handled the request. Supported recent changes can be checked in the [Activity Log](https://findslot.ai/appointment-activity-log). Entries may identify a staff, Client or System actor and recorded change details, but the 60-day log is not an exhaustive attendance record. Use the [no-show follow-up guide](https://findslot.ai/no-show-follow-up) for a conversation after a genuine missed appointment. Do not send that message to someone whose appointment was canceled or declined simply because no visit appears in the profile. ## Understand the effect on lifecycle segments Visit history feeds the client's fixed lifecycle classification. The rules run in order: No visits, At risk, New, Loyal, Returning and One-time. A status correction can therefore change more than a count. For example, someone appearing to have one past Accepted visit may become No visits if that appointment was actually Missed and there are no other qualifying visits. Someone with an incorrectly Accepted recent appointment may appear more recently active than their real qualifying history supports. Check the last qualifying visit before interpreting At risk. The rule uses a last visit more than 90 days ago, not a prediction that someone will leave. Correcting a false recent visit makes the record more meaningful; it does not establish why the person has not returned. The same care applies to an upcoming booking. It belongs to the next-appointment context, rather than being treated as a completed relationship milestone. ## Review the separate no-show flag FindSlot's Frequent no-shows flag uses at least two appointments marked Missed. It is separate from the lifecycle segment, so a Returning client can also carry the flag. A record incorrectly left Accepted can hide a missed outcome while inflating visits. A record incorrectly marked Missed can create the opposite problem. Resolve individual appointment outcomes before acting on the flag. The flag does not automatically ban bookings or charge a fee. Use it as a prompt to review the history and decide how the team will handle the next request under the business's actual process. ## Check other profile figures after a correction The profile includes the last visit, next appointment, average visit gap and booked value as well as visit counts. Review the surrounding information after an important correction; an appointment's status can affect which records qualify for a metric. Booked value uses Accepted and Completed prices, including upcoming appointments. A correction to Missed can therefore change that figure without showing a payment or refund. Keep the metric separate from money collected. Also confirm that the calendar still reflects the actual future appointment. Status cleanup of old records should not become a reason to duplicate or replace a correct upcoming booking. ## Make the review part of the handover Agree who resolves uncertain outcomes and who checks the client history afterward. The end-of-shift question can be simple: "Which past appointments still need an outcome confirmed?" Use [staff scheduling](https://findslot.ai/features/staff-scheduling) to understand who delivered the service, and the actual appointment record to establish its status. Keep unresolved cases on a small internal list with an owner, rather than repeatedly changing labels without new information. A useful review is complete when the recorded outcome is justified and the relevant profile makes sense. It does not require every past Accepted record to be changed merely for visual consistency. ## Frequently asked questions ### Must we mark every attended appointment Completed for it to count? A past Accepted appointment also qualifies under the current visit definition. Record accurate outcomes, and correct Accepted records that actually were canceled or missed. ### Can an upcoming Accepted appointment increase booked value but not visits? Yes. The value definition includes upcoming Accepted prices; the visit definition requires the start time to have passed. ### Does declining a request create a no-show? No. Declined and Missed are different outcomes. Do not use Missed to describe a request your business did not accept. Review [current FindSlot plans](https://findslot.ai/pricing), or [create an account](https://app.findslot.ai/sign-up). Start with one client's recent appointment history and use the worksheet to reconcile each recorded status with its actual outcome. 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