Managing appointments on mobile
View your appointments, accept or decline requests, check in, track your time, and submit vouchers — all from the Fluent mobile app.
AT A GLANCE
- Accept or decline new requests when an interpreter request notification comes in.
- Confirm today’s appointments in the daily confirmations screen each morning.
- Check in before your appointment to let the scheduling team know you’re ready.
- Track your time with the built-in timer, then submit your voucher when you’re done.
- There’s no self-serve release. Once you’ve accepted an appointment, you can’t release it from the app — you’ll need to call or email your agency’s scheduling team.
Viewing your appointments
The Appointments screen shows your full list of assignments, filtered into Upcoming and Past. Tap any appointment to see its full details: customer, date and time, language, service type, location or meeting link, status, and (for completed appointments) the time you submitted on your voucher.
That’s the extent of the appointments screen for now — it’s deliberately simple. The app today is built for working through your day, not managing your schedule in depth.
Accepting or declining a request
When an interpreter request comes in — by push notification or email — tap it to open the request details. You’ll see the full appointment information: customer, date, time, language, service type, address (for in-person) or meeting link (for video).
From the request screen you can Accept or Decline:
- Accept: the appointment is yours. Status changes to Assigned, and it appears in your upcoming appointments.
- Decline: the offer is released. Depending on how the agency sent the offer, it may automatically roll to another interpreter or come back to the scheduling team to reassign.
Coming soon: Request details will show you the assignment mode (Assign, Auto Assign, or Broadcast) and any personal note from the scheduler. Today, you’ll just see the appointment details.
Confirming today’s appointments
When you open the app on a day you have appointments, the first thing you’ll see is the daily confirmations screen — a list of every appointment scheduled for the current day. You’ll also get a notification in the morning prompting you to confirm.
A single tap confirms all of your appointments for the day. Confirming sends a signal to your agency that you’re aware of and committed to attending each one — the appointments are marked with a green checkmark on the scheduler’s view so they can see at a glance who has and hasn’t confirmed.
You can dismiss the screen without confirming, but the daily confirmations notification will stay at the top of your Notifications page (in its own grouping) so you can come back to it.
Need help? If you can’t take an appointment that’s scheduled for today, tap the Need Help button on the daily confirmations screen. It opens a dialog with your agency’s scheduling team phone number so you can call directly. There’s no in-app messaging yet — last-minute changes need to be handled by phone or email.
For more on daily confirmations, see Daily confirmations.
Checking in to an appointment
Before each appointment, you’ll check in. The exact action depends on the service type, but the purpose is the same — to let the scheduling team know you’re ready.
In-person. When you arrive at the appointment location, tap Mark Arrived on the dashboard’s Next Appointment widget. This records your arrival timestamp.
Video. You can check in starting 30 minutes before the appointment. Tap Check In to let the scheduling team know you’re ready to take the appointment. When it’s time to start, tap Join Meeting — Fluent will open Zoom or Google Meet in the appropriate app. Time tracking begins automatically at the scheduled start time.
Phone. Same check-in flow as video, with two variants:
- Outbound: you place the call to the LEP client or customer at the scheduled start time.
- Inbound: you wait to receive the call at the scheduled start time.
Either way, tapping Check In lets the scheduling team know you’re ready. Time tracking begins automatically at the scheduled start time.
Tracking your time
Once you check in, the Next Appointment widget becomes the Current Appointment widget. Fluent acts as a stopwatch — a circular timer shows your elapsed time during the appointment, starting automatically at the scheduled start time (or earlier if you tap Start Appointment Early).
When the appointment is done, end it from the Current Appointment widget and Fluent records the end timestamp.
For the full walkthrough of time tracking — including editing timestamps, handling appointments that ran short or long, and what gets captured for each service type — see Tracking time and submitting vouchers.
Submitting your voucher
After the appointment ends, you submit a voucher to finalize the record. The voucher captures your times, mileage and travel time (for in-person), and a signature.
Until you submit, the appointment stays in Incomplete status and surfaces in the Incomplete Vouchers widget on your dashboard.
For the full walkthrough — including what each field captures, when a customer signature is required, and how to handle voucher edge cases — see Tracking time and submitting vouchers.
If you can’t take an appointment
There’s no way to release an appointment from the mobile app once you’ve accepted it. If something comes up:
- Same day: tap Need Help on the daily confirmations screen to call your agency’s scheduling team. Or contact them directly by phone or email.
- Before the appointment day: contact your agency’s scheduling team directly by phone or email.
The scheduling team will unassign you and reassign the appointment as needed.