Appointment history records every meaningful action taken on an appointment — who booked it, who rescheduled or cancelled it, when reminders went out, RSVP confirmations, attendance marks — and shows that timeline to owners and administrators. Use it when a customer complains they never got a reminder, when you need to know who cancelled a booking, or when you are investigating a no-show.
1. What gets recorded
Each row in an appointment’s history is one of a fixed list of actions:
- Booked. The appointment was created. The source channel is recorded (public booking page, embedded widget, API, MCP, chat agent, or operator on the schedule page).
- Confirmed via email. The customer accepted the calendar invite RSVP.
- Declined via email. The customer declined the calendar invite RSVP.
- Rescheduled. Start time, team member, or required resource changed. The row shows the previous value and the new one.
- Cancelled. The appointment was cancelled. The reason is recorded if the canceller supplied one.
- Reminder sent. A reminder went out — either an automatic cron job or a manual operator action.
- Marked as started / Marked as ended. Operator tracking actions on the day of the appointment.
- Marked attendance / Attendance reset. Operator recorded attended or no-show, or undid a previous mark.
Reschedule, cancel, and attendance rows also show a small before → new diff of the changed fields underneath the action sentence, so you do not have to guess what moved.
2. Every row identifies who did it
Each history row falls into one of three actor kinds. There are no anonymous rows.
- User. An authenticated owner, administrator, or staff member acting from the dashboard or schedule page. The row shows the user’s name as it was at the time of the action — later renames do not rewrite history.
- Customer. The customer of the appointment, acting through an email RSVP, a confirmation-email reschedule or cancel link, or the public manage page. The row shows "Customer (email)" so you can verify identity even when no name was stored.
- System. An automated process. The row shows the job name (e.g. cron:sms-reminders, cron:auto-reminders) so you can tell different background jobs apart.
3. Open the history for one appointment
From the schedule or dashboard agenda, click an appointment to open the details popup. If the appointment has at least one history row, a small "History ›" link appears in the popup header. (Fresh appointments with nothing recorded yet do not show the link — there is no point in opening an empty timeline.)
Clicking History › opens a wider popup on top of the appointment details, with the chronology newest first. Closing that wider popup (close button, Escape, or backdrop click) returns you to the appointment details — you do not lose your place.
4. Browse history across the whole organization
Open the History page in the avatar menu for a full-page filterable view of every recorded change across every appointment in the organization. This page exists specifically because cancelled and deleted appointments drop off the agenda — without this view, you cannot open their popup to read the history.
Filter by action, customer email substring, actor name substring, and date range. Each row links back to the underlying appointment so you can drill from the org view into the per-appointment details.
5. Who can see history
- Owners and administrators see history for every appointment in the organization on both surfaces — the per-appointment popup and the org-wide page.
- Staff (member) role does NOT see history. The History › link is hidden in the appointment details popup, and the History page in the avatar menu is not accessible from a staff account.
- No role ever sees history for a different organization’s appointments.
A staff member who needs an audit answer asks an owner or administrator to open the history for them.
6. What history does NOT do
- Customers never see the history. It is not in confirmation emails, the manage page, or any public surface.
- The history is not exposed via the public API or webhooks. It is an operator-facing audit trail, not a developer surface.
- History is not retroactive. Appointments that existed before this feature shipped will show an empty timeline until their next recorded action; from that point on the trail fills normally.
- Cancelling an appointment does not delete its history. The trail survives so you can investigate a cancellation after the fact.
7. Plan requirement
Appointment history is available on every plan, including Free. There is no tier gating for this feature.
8. Summary
Click an appointment, click History ›, see the timeline. For deleted or cancelled appointments that no longer show on the agenda, use the History page in the avatar menu to find them. Owners and administrators get the full picture; staff escalate when they need an audit answer.