Understand appointment statuses
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Follow this guide to use Pending, In Progress, Completed, Cancelled and No Show consistently so notifications, reports, feedback and calendar actions reflect the real outcome.
What you’ll accomplish
Use Pending, In Progress, Completed, Cancelled and No Show consistently so notifications, reports, feedback and calendar actions reflect the real outcome. It uses Pixie CRM's permission-aware appointment, availability, status and integration flow rather than an unconnected diary entry.
How it works
Status is stored on the appointment and controls which actions the module exposes.
Pending supports an approval decision, In Progress represents active delivery, Completed closes successful work, Cancelled records a stopped booking and No Show records non-attendance.
Status changes can add history, send configured messages, update remote calendars or trigger later feedback and reporting behaviour.
Follow these steps
- Go to the appointment detail page.
- Verify the current status and source.
- Select the next valid lifecycle action.
- Add a reason or note where the interface requests one.
- Save and verify history, notifications and calendar state.
Settings to check
Check it worked
After this workflow completes, Pixie CRM keeps the appointment and its supported relationships connected. Reopen the appointment and verify the saved status, date, timezone, customer or lead, service, provider, attendees, reminder state, calendar or meeting reference, invoice reference and history that apply to this feature. External email, SMS, Google, Microsoft or payment outcomes must be checked separately from the Pixie CRM database save.
- Open the saved appointment and confirm the final status and source.
- Check the participant, provider, timing and timezone from the full detail page.
- Review the relevant table filter, calendar, history, report or linked invoice instead of relying only on a success message.
Common mistakes to avoid
- Do not mark a cancellation as No Show merely to avoid an approval flow.
- Completed status should reflect delivered work, not only a past date.
- Review communication triggers before changing a customer-facing appointment.
- Use the least destructive correction and retain the appointment history when the booking existed operationally.
- Never bypass a permission, availability, approval, client-access or verification control by changing an unrelated route or setting.