The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.


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Appointment Statuses

Appointment Status Overview

Statuses are a powerful workflow tracking feature throughout the software, designed to keep things from falling through the cracks by organizing the many areas of your business - appointments, clients, communications, sessions, invoices, production, and tasks - into custom workflows. Basically, you create a workflow by defining the steps of a process from beginning to end. These steps are called statuses.

Appointment Statuses are used to help you track your appointments from booking through completion. A sample appointment workflow may include the following statuses:

  • "Consultation Booked"
  • "Consultation Confirmed"
  • "Consultation Completed"
  • "Session Booked"
If you plan to track appointment statuses, you should begin by creating your own custom appointment status cycle by creating the steps involved.

Setting up Appointment Statuses

  1. Go to Maintenance > Appointment > Appointment Statuses to open your list of appointment statuses.
    • Appointment Statuses by Type - Appointment statuses are sorted by each Appointment Type. This simply means you will be able to set up a different set of statuses for each of your appointment types. For example, say your workflow for a "Sales Presentation" appointment is very different than "Senior Consultation" appointments. To see the statuses for another appointment type, click the down arrow next to the appointment type and choose a type from the list. See also: Appointment Types

  2. Choose an appointment type from the drop-down list.

  3. Click New to add a status.

  4. Complete the following fields:

    • Description - Enter a short description for the appointment status. Make sure to give each status a unique description. For example, use "Sales Presentation Booked" for a sales presentation status and "Senior Consultation Booked" for a senior consultation status. This will come in handy when sorting on the Appointments hub.

    • Default Duration -Enter the number of business days this step normally takes. The software uses the duration to calculate a Status Due Date that appears on the session. You can use status due dates to see what items are overdue and catch things that may be falling through cracks.

    • Initial/Final Status - Your appointment workflow cycle must have one step that is the Initial Status and one step that is the Final Status. To change your selection, choose a new step as the initial/final status and the software will reassign it.

  5. When finished, click OK to save your appointment status list.

  6. To maintain your appointment list, you may also want to:

    • Make a Status Inactive - Make an appointment status inactive by checking the Inactive box on a status in the list.

    • Set the Initial/Final Status - Quickly change the initial and/or final statuses by checking and unchecking the appropriate boxes on the status list.

    • Delete a Status - Highlight the status and click Delete on the ribbon.

    • Rearrange the List - Highlight an appointment status and use the Move Up and Move Down tools on the ribbon.

    • Hide Inactive Statuses - Click Hide Inactive on the ribbon to hide (or reveal) any inactive statuses.

    • Print the List - Click Print on the ribbon to generate a printed report of your appointment statuses.

    • Export the List - Click Export to PDF/Excel to export a file.

  7. Close the appointment status list when finished.

See also

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