Appointments list
Why this matters
The Appointments List report is the raw record behind every summary: one row per appointment, with its status. Use it to check a clinic list before the day, to find out what happened to particular appointments, or to export appointments for work outside Diarybook.
Two versions
The Reports screen lists two reports called Appointments List. Their descriptions tell them apart.
| Description on the Reports screen | Use it for |
|---|---|
| Standard list of appointments | A clinic list: when, who, what and where |
| List of appointments with extra client details such as contact details, dob, gender and address | Contacting clients, for example to rebook a cancelled clinic |
Options
| Option | Choices |
|---|---|
| Formats | View, CSV, PDF |
| Dates | From: and To: |
| Filters | Users, Types, Rooms, Departments, Confirmed, Attendance |
See Running Reports for the steps.
What it contains
Standard list
| Column | Meaning |
|---|---|
| Date | Appointment date and start time |
| Client | The client or clients on the appointment |
| Appointment | The appointment type |
| Ends | End time, worked out from the start time and duration |
| Resource | Rooms or resources booked with the appointment |
| To See | The service provider or providers |
| Status | The appointment’s status (see below) |
With client details
The same appointments, with the client’s details in place of the appointment type and resource columns. Each row shows the client’s name and gender, date of birth, mobile number, phone number, email address and address.
The CSV file puts each detail in a column of its own: Date, Ends, FirstName, LastName, Gender, DOB, Mobile, Phone, Address1 to Address5, Appointment, Resource, To See and Status.
The Status column
Status shows the attendance status if one has been set. Otherwise it shows the confirmation status.
| Attendance statuses | Confirmation statuses |
|---|---|
| Waiting, Active, Complete, DNA, Contacted, Contact Failed | Confirmed, Cancelled, Tentative, Unable to Attend |
In this report, Cancelled covers both Cancelled By Client and Cancelled By User, and Complete is an appointment marked Finished. A blank status means neither has been set. In View and PDF, a coloured dot at the start of each row gives the status at a glance.
What to watch for
The report includes client details, so treat it as personal data The version with client details contains contact details, dates of birth and addresses. Store and share the CSV and PDF files as you would any other record holding client data.
A row shows one status, but the filters use both The Confirmed and Attendance filters each check their own status, but Status shows only one of them. A row showing Complete can still match a Confirmed filter, because the client confirmed before they attended.