Problem Appointments

The Appointments List serves as a master record for all bookings. It is also your primary tool for identifying and resolving scheduling conflicts that require administrative attention.

Problem Appointments (Displayed in Red)

Appointments appear in red when they violate pre-established scheduling rules (e.g., rules set within the Settings / UI Setup tab).

• Identifying the Issue: Select the appointment to view the specific error reason, which will appear beneath the calendar on the left-hand side.

• Resolving the Conflict: To override the rule and keep the booking, select the Appointments dropdown and click Confirm Appointment.

Red appointments are not visible to parents. An administrator must manually confirm them for the appointment to become "active," appear in the parent's schedule, and trigger automated reminders.

In-Progress Bookings (Displayed in Orange)

When a parent is actively booking, the status Customer is creating this appointment will appear on the Appointments tab, and the slot will turn orange.

• Manual Restrictions: These slots cannot be manually deleted or selected for email notifications while in this state.

• Conflict Prevention: This status prevents administrators from accidentally booking over a slot a parent is currently navigating.

• System Cleanup: If a user remains inactive for an extended period without completing the booking, the system will automatically release the slot. Once the parent clicks Create Appointment, the orange status is removed, and the booking is finalized.

Deleted Slots vs. Deleted Appointments

It is important to note that deleting a time slot does not delete the appointments associated with it. Instead:

1. The appointments are flagged as "Problem" bookings.

2. They will appear in the Appointments List tab for administrative review.

3. You must resolve these flagged items to ensure they are either confirmed or properly canceled.