The Visit Board is your front-desk command center for the day — it shows who's coming in and lets you move each client through your office flow. It's also the clearest way to see the difference between an appointment and a visit.
Parts of the Visit Board are still being refined; the core behavior below is in place.
The Visit Board is a Scheduler screen. It is not a separate Care Settings page.
The Visit Board is where an appointment becomes an active visit and moves through your day.
The Visit Board always shows a single location at a time. Use the location picker above the board to switch centers.
The board shows today's clients and lets staff move them through your center's stages — for example arrived → lobby → in a room → with an advocate → complete. CoolFocus can show how long someone has been in a status, so a client sitting in the lobby too long stands out instead of being forgotten.
You can rename and reorder these stages to match how your center runs.
Path: Settings → Scheduler Settings → Visit Board → Visit Statuses
You can also open the scheduler settings panel from Scheduler and choose Manage Visit Statuses.
Not under Care Settings. Visit Board / Visit Statuses settings live under Scheduler Settings. Care Settings will not show a Visit Board section. Full steps: Customizing Visit Board Statuses.
Click a client and Start Visit to create the case (if needed) and the visit, and pull in everything they submitted — see From Booking to Visit.
For a client who arrives without an appointment, use the walk-in option — enter their name and reason for the visit, and CF5 creates the client and gets them onto the board so they're tracked like everyone else.
After you start a walk-in visit, the Visit Board stays on screen and refreshes in place to show the new visit — it does not automatically open the client's workspace. This keeps front-desk staff on the board so they can keep checking clients in without interruption. You can still open the visit from the board whenever you're ready to work in it.
