How Appointment Statuses and Payments Work in SpaSphere
Understand the appointment lifecycle in SpaSphere, from booked to completed, including payment tracking and cancellations.
9 min read
Every appointment in SpaSphere moves through a defined lifecycle, from the moment it is booked to when it is completed and paid. Understanding these statuses helps you track your schedule, manage payments, and handle cancellations efficiently. Visit the appointments calendar to see statuses at a glance.
Why This Matters for Your Spa
Clear status tracking is the difference between getting paid consistently and leaving money on the table. Industry data shows that spas without structured payment workflows lose 5-10% of collectible revenue to forgotten charges, incomplete checkouts, and untracked no-shows. For a spa doing $20,000 per month, that is $1,000-2,000 in preventable losses. SpaSphere's status lifecycle ensures that every appointment has a clear financial outcome -- paid, outstanding, or cancelled with a reason. This visibility also powers your reporting: accurate cancellation reasons help you identify patterns (like a specific provider with high no-show rates), and payment status badges give your front desk instant clarity on what needs to be collected before a client walks out the door.
Key Capabilities
- Track appointments through six distinct statuses
- Monitor deposit and full payment status on every booking
- Complete appointments and process charges in one step
- Cancel appointments with predefined or custom reasons
- View payment badges directly on calendar events
- Charge outstanding balances after an appointment is completed
Appointment Status Lifecycle
SpaSphere uses the following statuses to track where each appointment stands:
| Status | Description | Calendar Indicator |
|---|---|---|
| Booked | The appointment is confirmed and on the schedule. | Purple badge |
| Pending Approval | The appointment requires manual approval before it is confirmed (e.g., for medical services). | Yellow clock icon |
| Pending Payment | The appointment is waiting for the client to complete payment. | Orange badge |
| Completed | The service has been performed. | Green checkmark icon |
| Cancelled | The appointment was cancelled with a recorded reason. | Gray badge with strikethrough |
| Expired | The appointment time passed without being completed or cancelled. | Default styling |
Completing an Appointment
When a client finishes their service, you mark the appointment as complete and handle payment in one workflow.
Open the appointment
Click on the appointment in the calendar to open the edit modal. The current status badge appears next to the title.
Review the payment banner
A contextual banner at the top of the modal shows the current payment state:
- Payment Complete (blue) -- The client has already paid in full. You can mark the appointment as complete with one click.
- Remaining balance (green) -- Shows how much is left to collect after any deposit.
- Service amount (green) -- Displays the total amount when no deposit has been made.
Complete and charge
If the client has already paid in full, click Mark as Complete to finalize the appointment. If a balance remains, click Complete & Charge to navigate to the checkout flow where you can collect the remaining amount and complete the appointment in one step.
Charge after completion
If an appointment was marked as complete but has an outstanding balance (e.g., the client forgot their wallet), an Outstanding balance banner appears. Click Charge Client to process the remaining payment at any time.
Deposit tracking eliminates manual math and payment errors
When a client pays a deposit during booking (either online or in-person), SpaSphere records it and deducts it from the total at checkout. The payment banner always shows the correct remaining balance. This removes the need for manual calculations at the front desk, which is one of the most common sources of under-charging and client disputes in spas.
Payment Status Indicators
SpaSphere displays payment status alongside appointment status so you always know the financial state of each booking. These indicators appear both on calendar events and in the appointment modal.
- Deposit paid (blue badge) -- The client has paid a deposit. Hover to see the deposit amount and remaining balance.
- Paid in full (green badge) -- The entire amount has been collected. No further action is needed.
- Payment due (orange badge) -- No payment has been made yet. The full service amount is outstanding.
- No charge (gray badge) -- The service has no price associated with it (e.g., a complimentary consultation).
- Tip collected (pink badge) -- A tip was recorded and collected alongside the payment.
Payment indicators give your team instant visibility into collections
On the calendar, small colored icons appear on each event. A blue dollar sign means a deposit was paid, a green checkmark means paid in full, and an orange dollar sign means payment is due. This gives your team instant visibility without opening each appointment -- so at the end of each day, a quick glance at the calendar reveals any unpaid appointments that need follow-up before the client leaves.
Cancelling an Appointment
When you need to cancel an appointment, SpaSphere records the reason and updates the status accordingly.
Open the appointment
Click on the appointment in the calendar to open the edit modal.
Click Cancel Appointment
Click the red Cancel Appointment button in the bottom-left corner of the modal. A confirmation dialog appears.
Select a cancellation reason
Choose from the predefined list of reasons:
- Client no-show
- Client cancelled
- Appointment rescheduled
- Provider unavailable
- Scheduling conflict
- Payment issue
- Appointment booked by mistake
- Other (enter a custom reason)
Confirm the cancellation
Click the red Cancel Appointment button in the dialog to finalize. The appointment status changes to Cancelled and it appears grayed out on the calendar.
Cancellation records power your analytics and policy decisions
Once an appointment is cancelled, it cannot be restored. If you need to rebook the same appointment, create a new one. The cancellation reason is recorded and feeds into your reporting and analytics, so over time you can identify trends -- such as which days have the highest no-show rates or whether a specific service type gets cancelled more often -- and adjust your policies accordingly.
Completed Appointment Payment States
When an appointment is marked as complete, SpaSphere provides enhanced status information by combining the appointment status with the payment status:
- Completed -- The appointment is done and either has no charge or was fully paid.
- Payment Complete -- The appointment is done and the full amount (including any remaining balance after deposit) has been collected.
- Completed (Payment Due) -- The appointment is done but an outstanding balance remains. Use the Charge Client button to collect the remaining amount.
Frequently Asked Questions
Related Documentation
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