Marking Appointments as No-Show

This article provides a step-by-step guide on how to mark an appointment as a no-show.

Things to know:

• The ability to mark an appointment as no-show is governed by the "Accessing Appointments" access control setting.
• If payment has already been processed, marking the appointment as no-show will trigger this error: "There was an error: This appointment has been paid for. Please refund or edit the ticket before canceling."
• When an appointment is marked as "No Show," the appointment notes record the date and time of the update, along with the staff member who changed the status. The notes will also show that the appointment price has been adjusted from the original service price to $0. If the client later shows up and the status is updated, the notes will reflect that the appointment cost has changed from $0 back to the service’s original price.
  
• If there's a cancellation policy in place, you'll be prompted to charge a fee when marking an appointment as a no-show.
• If an appointment is marked as a no-show, the “Available in Package/Membership” label will still be displayed on the appointment; however, membership or package credits will not be deducted.
• When an appointment is booked online, a ticket is automatically generated. If the appointment is later marked as a no-show, the system will handle the associated ticket based on the service configuration:
  • Deposit Fee Configured: If a deposit is required for the service, marking the appointment as a no-show will automatically close the ticket.
  • Prepaid Appointments: If the appointment is prepaid and marked as a no-show, the ticket is automatically voided.
  • Cancellation Fee Applied:  Whether or not the appointment was prepaid, if a cancellation fee is applied at the time of no-show, the original ticket will be voided, and a separate ticket will be created specifically for the cancellation fee.
  • Appointments with Tax Applied: If tax is applied to the appointment, marking the appointment as a no-show will result in the ticket being automatically voided.
  • No Deposit, Prepayment, Cancellation Fee, or Tax: If none of the above conditions apply, the ticket will be automatically voided upon cancellation.
• On the appointment modal:
  • If an appointment is not linked to a ticket, you will see a "Create Ticket" button
  • If an appointment is already linked to a ticket, you'll see the "View Ticket" option instead
• Marking an Appointment as No-Show In-Store
  • When an Appointment Booked Online is Marked as No-Show In-Store:

  • The system automatically voids the associated ticket 

  • If a cancellation fee is configured, the fee is automatically charged to the card on file.

  • Two tickets will appear on the appointment:

  • One voided ticket for the original appointment

  • One closed ticket for the cancellation fee that was charged

  • When an Appointment Booked In-Store and Marked as No-Show:
  • If a cancellation fee is configured, you will be redirected to POS to manually process the payment. On the payment screen, you can choose to charge the card on file or select another payment method.
  • No ticket will be created for the appointment
  • A ticket for the cancellation fee will appear on the appointment modal

Contents

• Marking an Appointment as No-show
• Checking Out an Appointment Originally Marked as “No Show” When the Status Is Updated to “Showed Up”
• Checking Out an Appointment When a Cancellation Fee Has Already Been Charged

Marking an Appointment as No-show

1. Navigate to the Scheduler
2. Locate and open the appointment you wish to modify                                                                                                                                       
3. In the appointment modal, select the drop-down arrow next to the "Booked" status
4. Choose "No Show" from the drop-down list  
5. If a cancellation fee is configured, you'll receive a prompt asking if you want to apply the fee.

If you selected "Yes," you'll be directed to the "New Ticket" screen, where the cancellation fee will be visible

6. Take Payment

The scheduler will also reflect the change by displaying the no-show icon (Red Dot) on the appointment tile. 

Checking Out an Appointment Originally Marked as “No Show” When the Status Is Updated to “Showed Up”

If a staff member changes the appointment status from No Show to Showed Up, the system will automatically update the status back to Booked. To check out the appointment:

1. Click "Create Ticket"
2. You will be redirected to the POS screen—select Take Payment
3. Choose the client’s payment method and complete the checkout process to close the ticket

Checking Out an Appointment When a Cancellation Fee Has Already Been Charged

If a cancellation fee was previously collected but the client later arrives for their appointment:

1. Go to POS > New Ticket
2. Select the correct location
3. Click the Services tab on the right side of the ticket
4. Find the appointment and add it to the ticket
5. The ticket will show the full service price
6. Since a cancellation fee was already collected, you may apply a discount if needed
7. Click Take Payment.
8. Enter the client’s payment method and select Close Ticket to complete checkout

For more information, contact us at support@mytime.com or (385) 233-6964.    

Related Articles

•  Marking Appointments as No-Show on Scheduler App
• Canceling Appointments
• Cancellation Policy for Appointments
• Appointment Statuses