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.
Where to find the Calendar key
The Scheduler has a built-in Calendar key that shows every appointment status icon and background pattern. It is at the bottom of the filter sidebar on the right side of the Calendar tab.
1. Open Scheduler and select the Calendar tab.
2. If the filter sidebar is closed, select Expand sidebar (the panel icon in the top-right corner). On a phone or tablet, select Open filters.
3. Scroll to the bottom of the sidebar, past locations, Staff, and Show Classes. Calendar key is the last section.
Earlier versions showed the key across the top of the calendar. It was moved into the sidebar to give the calendar more room.
Status icons (colored circles)
These icons reflect the appointment’s status. Your team updates the status from the appointment details (or related workflows).
Gray circle — Pending. The appointment has been requested but not yet scheduled, for example a booking that arrives from a scheduling partner.
Blue circle with a clock — Scheduled. Booked and still waiting (not confirmed yet).
Yellow / amber circle with an eye — Show. The client is present / marked as show.
Orange circle with a slash (circle with a line through it) — No Show.
Purple circle with circular arrows — ReScheduled.
Red circle with an X — Canceled.
Teal circle with a walking person — Walk-in.
Green circle with a check mark — Confirmed. Attendance is confirmed.
Blue outlined circle — Open.
Purple circle with a document — Intake Completed.
Dark gray circle — No Response.
Dark green circle with a check mark — Visit Complete. The appointment is finished.
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. The Calendar key always shows the statuses your organization uses.
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.
Calendar backgrounds
The Calendar key also explains the background of each time slot:
White — Open. The time is within open hours.
Dashed teal outline — Class session.
Gray cross-hatch — Closed. Outside open hours, or closed by a holiday, date exception, or scheduler block.
Solid gray — Past. The time has already passed.
For more on closed and past shading, see Availability, Closures, and Scheduler Blocks.
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, or check the Calendar key at the bottom of the filter sidebar.
Changing the status on the appointment updates the status icon on the calendar.