# 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 |
{.table}

## Options

| Option | Choices |
|---|---|
| Formats | View, CSV, PDF |
| Dates | **From:** and **To:** |
| Filters | **Users**, **Types**, **Rooms**, **Departments**, **Confirmed**, **Attendance** |
{.table}

See [Running Reports](/docs/reporting/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) |
{.table}

### 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 |
{.table}

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.

## Related

- [Running Reports](/docs/reporting/running-reports/)
- [Appointments Summary Report](/docs/reporting/appointments-summary-report/)
- [Attendance and DNA](/docs/appointments/attendance-and-dna/)

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Source: https://diarybook.com/docs/reporting/appointments-list/