On the Scheduler calendar, each appointment is a colored square (or block). Small icons in the top-right corner of the square tell you the appointment status and a few other facts at a glance. Hover over an icon to see its label.
This legend matches day and week calendar squares. Month view uses the same status and reminder icons in a more compact row.
Status icons (colored circles)
These icons reflect the appointment’s status. Your team updates the status from the appointment details (or related workflows).
Blue circle with a clock — Scheduled. Booked and still waiting (not confirmed yet).
Green circle with a check mark — Confirmed. Attendance is confirmed.
Purple circle with a “sign-in” arrow — Checked in. The client is in the building / checked in.
Dark green circle with a double check — Completed. The appointment is finished.
Red circle with an X — Cancelled.
Orange circle with a slash (circle with a line through it) — No-show.
Yellow / amber circle with an eye — Show. The client is present / marked as show.
Marking an appointment as a no-show only changes the appointment's status. The client keeps the same client record and client number; nothing about their record changes.
If your organization uses a custom status name that is not in this list, CoolFocus may show a small colored circle with the first letter of that status instead.
Other icons on the square
These can appear next to the status icon when they apply:
Green circle with a bell — A reminder was sent for this appointment (automatic or manual). See Appointment Reminders — Settings & Sending.
Blue circle with a refresh / loop arrow (↻) — This appointment is part of a recurring series.
Amber circle with an asterisk (*) — This is a modified occurrence in a recurring series (this one date differs from the normal pattern).
Red circle with an exclamation mark (!) — CoolFocus detected a scheduling conflict (for example overlapping resource or staff). Open the appointment to review.
What else you might notice on the block
These are not corner icons, but they often appear on the same calendar square:
Appointment color — Comes from the appointment type color your center configured.
Hatched bands at the top or bottom — Prep buffer (before) or cleanup buffer (after) time for that appointment type. The solid middle is the client appointment length; the hatched edges are buffer.
“Class” label — The block is a class session, not a one-to-one appointment. Enrollment info may show under the title when available.
Tips
Icons stack in the top-right when more than one applies (for example Confirmed + reminder sent).
Hover any corner icon for a short tooltip if you are unsure.
Changing the status on the appointment updates the status icon on the calendar.