Documentation

How to Use FormAlert

Step-by-step guides for every part of the software.

Overview Getting Started Plans & Billing Team & Providers Scheduling Payments Booking Page Appointments Queue Management Patients WhatsApp

Phase 06 · Appointments

Confirm, complete, or mark no-show.

Every new booking starts as Pending. Move it through the lifecycle — each status change sends an automatic WhatsApp from your wallet. On the Business plan, 24 hr and 2 hr reminders send automatically.

Appointment lifecycle — in order

Pending. New booking arrives. If the service is prepaid via UPI, check your UPI app first to verify payment before confirming.

Confirm. Click Confirm. Patient receives a WhatsApp confirmation deducted from your wallet. Reschedule is also available from this status.

Complete. After the visit, click Mark Complete. Choose one of two options:

→With review request — sends the patient your Google review link via WhatsApp (costs 1 template from wallet). Use when the visit went well.
→Without review — marks the appointment done with no outbound message.

No-show. Patient did not arrive. Click No-show. No WhatsApp is sent automatically. Use the WhatsApp page to follow up manually.

Rescheduling an appointment

Open the appointment — status must be Pending or Confirmed.

Click Reschedule.

Pick a new date and available time slot.

Click Save. The patient receives a reschedule notification via WhatsApp and the old slot becomes available again.

No-show follow-up

For no-shows, go to the WhatsApp page and send the follow-up template. The patient receives a message asking them to choose one of three options — all handled within WhatsApp:

Book a follow-up. A new appointment slot is created for them.

Reschedule. Their existing appointment is moved to a new slot.

No thanks. No action taken.

Adding appointments manually (walk-in or phone)

Go to Appointments and click New Appointment.

Search for the patient by phone number. If they are returning, their name fills in automatically. If they are new, type their name.

Select the provider, service, date, and time.

Click Save. The slot is blocked and a WhatsApp confirmation is sent to the patient.

Tip: Manual bookings can be placed outside the provider's regular hours — useful for emergencies or special cases. They override the normal availability rules.

Sending a review request manually

Go to the Review Requests page from the sidebar.

Search for the patient by name or phone.

Click Send Review Request. The patient receives your Google review link via WhatsApp.

To add your Google review link (sent in review requests), go to Dashboard → Clinic Settings and paste the URL. Without it, review request templates will not include an active link.

Next: Queue Management Back to Overview

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