Setting Up and Using Customer Status Types

Customer Status Types can be used to determine which Customers can log in to the system and book Appointments. In this article, we'll review the three default status options and how you can add more to your account.

To help you get started, the system automatically creates three statuses: New, Active, and Inactive. Administrators can edit the names of these default status types or add new options. The following information is applicable to users with the Headquarters Administrator access type. To manage your list of types:

• Log in to your AppointmentPlus NextGen account.
• Click Customers.
• Click Status Types.

To create a new status type, click Create New. On the new page, enter the name and click Create. After it is created, you'll return to view all the available status types in your account. You can also adjust the display sort order for each status by entering in a numeric value in the item's Sort field. Tab or click out of that field to save the change. The list will automatically update to display the items based on the new sort values.

If you wish to change the name of an existing status, click on the status type's name. On the next page, enter in a new name and then click Save.

If you change the name of the Inactive status, please be aware that this can have impacts on the visibility of some Customer records in search results. Read on to the Using Status Types to Manage Customer Access section for more information.

To remove any of the items from the list, select the item(s) and click Delete. Please note that the default status type options may not be deleted from the account.

Assigning Types to Your Customers

When all of your status types have been added or updated, you can now assign them to any of your Customer profiles.  You will need to go into each profile to assign their status. The use of these status types is optional and does not change how the application will allow you to manage your Customers.

From the Customers section, click List. Search for an existing profile and click on the name of the desired profile to view the information. On this form, scroll to find the Status Type drop-down field (this field may be renamed in your account). Click into this field and select from the types in the list. Click Save. Repeat this process for every profile you wish to change.

Using Status Types to Manage Customers

Depending on how your business operates, your account may be configured to hide Customers whose status is Inactive from the Customer drop-down field when making a new Appointment.

This functionality is only applicable if inactive Customers are hidden in your account settings. To check this setting in your account, click Classic Mode, click the Settings tab, click Customers, and locate/change setting #4 Hide inactive Customers. If you make a change, click Save to update your account.

The other Customer status types can be used as reporting filters or to allow you to know if they are a newly-added profile or are active within your account. Customers using the default option of New or Active, or any other custom status type, will be available for search results when creating a new Appointment.

---

Article published June 15, 2021

Supports both Single and Multiple Appointments version - Available on all pricing tiers