How do I close out a completed appointment?

With Exercise.com’s scheduling software, you can easily manage client sessions and track attendance. This guide explains how to close out a completed appointment.

1. Click the Arrow Menu

Click the arrow menu next to the Schedule tab to reveal additional tabs.

2. Navigate to the Calendar

Click “Calendar” to access your appointment schedule.

3. Select Appointment

Once an appointment has ended, you can update the attendance status for each client who booked it. To do this, click the scheduled appointment to open the appointment details.

4. Manage Cancellations

If a client booked the appointment but didn’t attend, you can mark the session as “no show”, “early cancellation”, or “late cancellation”. Clients can also cancel appointments from their end, and the appointment will show as a late cancellation if they cancelled after your cancellation deadline.

5. Deselect Package Usage

Once the appointment is canceled, you can choose whether it counts as “used” by clicking “Don’t Use Package.”

6. Update Payment Card

If the client does not have a credit card on file, you can add their billing information by clicking “Update Card.”

7. Charge or Assign Package

If the client already has a credit card on file but hasn’t purchased a package for the selected service, you can choose an existing package and charge their account by clicking “Charge or Assign Package.” You also have the option to manually charge for a single appointment visit if preferred.

8. Select Package Option

Click “Select Package” to choose a payment package.

9. Select Payment Method

Click “Select Payment” to choose how to pay for the appointment.

10. Show Purchase Summary

After selecting a payment method, click “Show Purchase Summary” to review the payment details before confirming.

11. Confirm and Charge Payment

Click “Confirm and Charge” to finalize the payment for the appointment.

12. Reset Appointment Status

You can reset the appointment status any time to prevent it from being counted as a completed visit for the client.

By following these steps, you can accurately close out completed appointments, update client attendance, and ensure payments are properly processed. This helps keep your billing and reports accurate.