Appointment lifecycle
Understand how appointments move through statuses — from new request to complete.
Quick answers
- Open requests need action: Requested → Pending → Unassigned (if declined)
- Scheduled & underway: Assigned → Checked in / Arrived → In progress → Incomplete
- Final statuses: Completed, Canceled, Late cancel, Missed, Declined
Every appointment in Fluent moves through a series of statuses that tell you where it stands. They’re grouped into three categories: open requests that need attention, scheduled appointments that are confirmed or underway, and final statuses for appointments that are closed out.
Open requests
These need action — an interpreter hasn’t confirmed yet.
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RequestedA new request with no interpreter assigned. What to do: Assign or offer the appointment to an interpreter. |
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PendingThe appointment has been offered to an interpreter and is waiting on them — it stays in this state until they accept or decline. What to do: Wait for the interpreter to respond. |
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UnassignedThe interpreter was removed or declined. The appointment needs a new interpreter. What to do: Reassign or offer the appointment to another interpreter. |
Scheduled & underway
The interpreter has accepted and the appointment is in motion.
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AssignedThe interpreter has accepted the appointment and is now assigned to it — coverage is set. What to do: Nothing required. The appointment appears on the interpreter's schedule, which they can view in the web app or the mobile app. |
Checked inThe interpreter tapped "Check in" on the mobile app before the appointment. Used for video and phone appointments to signal they're ready. What to do: The interpreter is ready. The appointment should be starting soon. |
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ArrivedThe interpreter tapped "Mark arrived" on the mobile app. Used for in-person appointments to signal they're on site. What to do: The interpreter is on site. The appointment should be starting soon. |
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In progressThe scheduled start time has passed. What to do: Monitor if needed — the appointment is underway. |
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IncompleteThe scheduled end time has passed and no voucher has been submitted. What to do: Follow up with the interpreter if the voucher isn't submitted in a reasonable timeframe. |
Final statuses
The appointment is closed.
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CompletedThe interpreter submitted their voucher with hours and mileage logged. What to do: Review the voucher if needed. This appointment is ready for billing. |
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CanceledThe customer canceled the appointment. Fluent sends notifications to the interpreter and the customer so both parties get a clear confirmation of the cancellation. |
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Late cancelThe customer canceled within the late cancellation window. May be subject to a cancellation fee. Fluent sends notifications to the interpreter and the customer so both parties get a clear confirmation of the late cancel. |
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MissedThe interpreter did not show up. |
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DeclinedThe agency declined the customer's request. |