> ## Documentation Index
> Fetch the complete documentation index at: https://docs.kashfy.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Appointment Statuses

> A reference for every appointment status in Kashfy and when to use each one

Every appointment in Kashfy has a status that reflects where it is in the visit lifecycle. Staff and doctors can update statuses manually from the dashboard.

## Status reference

<AccordionGroup>
  <Accordion icon="clock" title="Reserved">
    The default status when an appointment is first created — either by the AI or manually. The patient has a confirmed slot but has not yet arrived.

    **When it's set:** Automatically when the AI books an appointment or when staff creates one manually.

    **Next step:** Update to **Arrived** when the patient shows up at the clinic.
  </Accordion>

  <Accordion icon="user-check" title="Arrived">
    The patient is at the clinic and waiting to be seen.

    **When to set it:** When the receptionist confirms the patient has physically arrived.

    **Next step:** Update to **Completed** after the doctor's session ends.
  </Accordion>

  <Accordion icon="circle-check" title="Completed">
    The appointment has been fully completed. The patient was seen by the doctor.

    **When to set it:** After the consultation or visit ends.

    **Effect on billing:** Completed appointments count toward your monthly booking quota.
  </Accordion>

  <Accordion icon="x-circle" title="Cancelled">
    The appointment was cancelled — either by the patient or by your staff.

    **When to set it:** When a patient calls to cancel or when your clinic needs to cancel a slot.

    **Effect on billing:** Cancelled appointments do **not** count toward your monthly quota. This is intentional so that cancellations don't penalize your account.

    <Tip>
      If the AI cancels an appointment during a WhatsApp conversation (because the patient requests it), the status is automatically set to Cancelled.
    </Tip>
  </Accordion>

  <Accordion icon="user-x" title="No Show">
    The patient did not arrive for their scheduled appointment and did not cancel in advance.

    **When to set it:** At the end of the appointment window when the patient has not appeared and there was no cancellation.

    **Effect on billing:** No-shows do count toward your quota, as the slot was held and unavailable to other patients.
  </Accordion>
</AccordionGroup>

## Status flow

The typical lifecycle of an appointment:

```
Reserved → Arrived → Completed
```

If things go differently:

```
Reserved → Cancelled      (patient or clinic cancels)
Reserved → No Show        (patient doesn't appear)
```

## Who can update statuses

| Role     | Can update                                |
| -------- | ----------------------------------------- |
| Owner    | All appointments                          |
| Admin    | All appointments                          |
| Employee | All appointments at their assigned branch |
| Doctor   | Their own appointments only               |

<Info>
  The AI can also update statuses during conversations — for example, it sets an appointment to Cancelled if a patient asks to cancel via WhatsApp.
</Info>