Appointments Overview

The Appointments page displays all client appointments synced from Mindbody. This is where staff spend most of their time reviewing schedules, documenting visits, managing alerts, and accessing client information.

Page Layout

Search & Filters

At the top of the page, you can:

• Search clients by name

• Apply filters (status, location)

• Click Reset to clear all filters

Location (Property) Filter

Property access determines what locations you can see.

1. Click Filter

2. Select a specific location or All Locations

You will only see properties you are assigned to.
“All Locations” means all assigned properties — not all properties in the system.
If you are not assigned to a property, its appointments will not appear.

Date Selector

Located at the top-right of the page:

• Use arrow buttons to move forward or backward by day

• Click Today to return to the current date

• Use the dropdown calendar to pick a specific date
  
  

Provider View Toggle (Person Icons)

In the upper-right corner, you’ll see person icons that control which appointments you can view:

    Single-Person Icon

    Shows only your own appointments.

    All-Providers Icon

    Shows all appointments you have permission to view, and enables the provider filter so you can:

• View all providers

• Filter to specific providers

    Access depends on your role settings in:

    Settings → Roles & Permissions → Appointments

Sync With Mindbody

Click Sync With Mindbody to manually refresh the schedule and pull newly created or updated appointments from Mindbody.

Appointment Status Legend

Displayed in the top-right of the appointment list:

• Booked

• Arrived

• Completed

• NoShow / Cancelled

Statuses sync automatically from Mindbody.

Viewing an Appointment

Each appointment row displays:

• Client photo and name

• Service name

• Date and time

• Assigned provider

• Color-coded appointment bar

• Action buttons for documentation and review

• Provider badge on the right
  
  
  

Appointment Actions

Each appointment row displays a set of action buttons you can click at any time.
If a button has a bar on the left, it means something has already been added in that section.

1. Note (Mindbody Note)

Add or view the Mindbody Note for the appointment.

• Syncs two-ways with Mindbody

• Kiosk codes appear here when generated

• Clearing the text deletes the note
  (This is NOT a SOAP note.)

2. Alerts

View or add client alerts.
Alerts appear across:

• Appointments

• Classes

• Client Profiles

• At the top of SOAP Notes while writing
  (Alerts do NOT sync with Mindbody.)

3. Forms

View all intake forms associated with the appointment.
Includes:

• Pending forms

• Submitted forms

• Form details
  (See Intake Forms articles for the full workflow.)

4. History

Opens the client’s history panel.
From here you can:

• View all past SOAP Notes

• Copy notes or codes

• Print notes, codes, or both

• Review CPT/ICD usage

5. Documents

Upload or view client documents.
You can:

• Pin documents

• Mark documents private

• Push documents to Mindbody

• Download or delete files

6. + (Create SOAP Note)

Create a new SOAP Note for the appointment.

• Opens the SOAP note editor

• Shows Text Notes and assigned Form Templates

• Automatically links the note to the appointment
  (See the Creating a SOAP Note article.)

SOAP Note Indicators (Initials on the Right)

The circles on the right side of an appointment show SOAP notes for that visit.

• Each circle = one SOAP note

• Initials = the staff member who created it

• Green = signed & completed

• Red = draft

Click a circle to open that specific note.

Permissions Required

If you don’t see certain appointments or action buttons, check:

Settings → Roles & Permissions

Appointments visibility depends on:

• Assigned Properties (location access)

• Assigned Role permissions

Appointments Permissions

• appointments:view-all — See all appointments within assigned properties

• appointments:view-own — See only your appointments within assigned properties

• appointments:manage-staff-notes — Add/edit Mindbody Notes

SOAP Notes Permissions

• notes:create — Create SOAP notes

• notes:view-all — See notes created by others

• notes:reset-draft — Reset completed notes to draft

• notes:cosign — Co-sign notes

• notes:view-private — View private notes

Alerts Permissions

• alerts:create / edit / delete — Manage client alerts

Documents Permissions

• documents:view-all — View documents

• documents:create — Upload documents

• documents:delete-any — Delete documents

• documents:view-private — View private files

Important: Property Access Controls Visibility

If you are not assigned to a property, you will not see any data from that location — regardless of your permission level.

Property assignment and role permissions work together to determine access.