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.
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.
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.
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.
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.
• 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.
• Appointments
• Scheduler Overview
• Appointment Reminders — Settings & Sending
• Scheduler Views
• The Visit Board
