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Appointment List View in Calendars (Smart List)

Overview​

The Appointment List View in Stack is your centralized hub for managing all appointments across multiple calendars. It helps you keep track of all, upcoming, and canceled appointments, ensuring you stay organized and on top of your schedule.

Default Lists in the Appointment List View​

With the latest update, the Appointment List View includes three default lists:

  • Upcoming: Lists all future and currently ongoing appointments.
  • Cancelled: Displays appointments that were either canceled, marked as no-shows, or invalid.
  • All: Shows every appointment booked with your business.

Default Columns in the Appointment List View​

The appointment list offers a comprehensive overview of your scheduled appointments, making it easy to manage and track important details. The table includes the following default fields:

  • Index: A sequential number to help organize and reference appointments easily.
  • Title: The title of the appointment as configured in the calendar settings.
  • Invitee: The primary contact or customer attending the appointment.
  • Status: The current status of the appointment, such as:
    • New: Recently created, awaiting confirmation.
    • Confirmed: The appointment has been confirmed.
    • Showed: The invitee has shown up for the appointment.
    • No-show: The invitee missed the appointment.
    • Cancelled: The appointment was canceled.
    • Invalid: The appointment was marked as invalid due to an error or other reason.
  • Appointment Time: The scheduled date and time of the appointment.
  • Calendar: Displays the calendar through which the appointment was created.
  • Appointment Owner: The user or team member assigned to the appointment.
  • Rescheduled Tag: Any appointment that has been rescheduled will have a visible Rescheduled tag for easy identification.

Customizing Your Appointment List View​

To enhance your appointment management, you can customize the appointment list by adding or removing fields based on your needs. You can also rearrange the columns for convenience. Additional fields you can include are:

  • Created By: Identifies who or what system created the appointment.
  • Date Added: The date and time when the appointment was created.

Advanced Filters for Appointments​

Stack offers advanced filtering options to help you efficiently navigate and manage your appointments. These filters allow you to pinpoint specific appointments based on various attributes:

  • Calendar: Narrow your search by selecting specific calendars. This is useful if you manage multiple calendars for different teams or departments.
  • Users: Filter appointments by the users assigned to them, ensuring clear oversight of team activities.
  • Status: Track appointment progress with status filters, which include:
    • New: Appointments that have just been created.
    • Confirmed: Appointments that have been confirmed.
    • Showed: Contacts who attended the scheduled appointment.
    • No-show: Contacts who missed their appointment.
    • Cancelled: Appointments that were canceled.
    • Invalid: Appointments marked as invalid for various reasons.
  • Date Added: Filter by the date the appointment was originally created.
  • Start Date / Appointment Time: Sort appointments by their scheduled start date and time.
  • Created By: Find appointments based on who created them.
  • Is Rescheduled: View appointments that have been rescheduled.

You can use AND and OR filters to tailor your filtering options. Additionally, when selecting a calendar, user, or status, you can choose conditions like is or is any of to suit your requirements.

Creating Smart Lists​

In addition to the default lists, you can create Smart Lists to quickly access appointments based on custom filters. This feature is particularly useful for businesses that require different views to manage appointments effectively.

How to Create a Smart List​

  1. Click on + Smart List.
  2. Name Your Smart List: Provide a descriptive name.
  3. Add Filters: Set up your desired filters.
  4. Apply Sorting: Organize the appointments according to your preferred criteria.
  5. Manage Columns: Choose which columns to display.
  6. Click on Save as New to save your Smart List.

Your new Smart List will appear as a tab next to the default tabs. Each time you click on this tab, your configured filters will apply, displaying the relevant appointments.

Editing a Smart List​

To edit an existing Smart List:

  1. Open the view of the Smart List you wish to edit.
  2. Click on Customize List on the right side.
  3. Modify the filters, columns, or sorting as needed.
  4. After making changes, click on Save to apply them.

Deleting a Smart List​

To delete a Smart List:

  1. Open the view of the Smart List you wish to delete.
  2. Click on Customize List on the right side.
  3. Click on Delete List.
  4. Confirm the deletion to remove it.