Canceled Appointment Tracking

The 12twenty platform now retains records of canceled appointments, significantly improving visibility and reporting capabilities for career center administrators. Previously, canceled appointments were fully deleted from the system, eliminating any record of the meeting. With this update, canceled appointments are preserved with a new Canceled status.

This enhancement supports historical tracking, administrative review, and detailed reporting of appointment lifecycle activities.

Table of Contents

• Key Features and Updates
• Admin Interface Enhancements
• Reporting Enhancements
• Audit Log Tracking
• API Enhancements
• Student Experience

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Key Features and Updates

New Appointment Statuses:

Appointments now include a Status field with the following values:

• • Active – Represents all upcoming and completed appointments

  • Canceled – Represents appointments that were canceled by a student, admin, or API user

Cancellation Workflow:

When an appointment is canceled, the record is not deleted. Instead:

• • The appointment is retained with its details intact

  • Its status is updated to Canceled

  • If calendar sync is enabled, the corresponding event is automatically removed from both the admin and student calendars

Note: Canceled appointments do not appear to student users and are excluded from availability calculations and booking limits.

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Admin Interface Enhancements

New Filtering Options:

A new Status filter has been added to the Appointments module (admin view only):

• • The default filter value is Active

  • This filter allows admins to explicitly include Canceled appointments for review and management

Visual Indicators:

• • A red Canceled badge now appears next to canceled appointments within a student's profile (admin view only)

  • These appointments are view-only and cannot be reactivated

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Reporting Enhancements

Custom Appointment Reports

• • A Status filter has been added to Custom Appointment Reports

    • The default value in that filter is Active

    • Existing reports have been updated to include only active appointments by default

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  • Canceled appointments are excluded from the Adviser Activity Custom Report

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Audit Log Tracking

All status updates, including cancellations, are now logged in the platform’s audit log, showing:

• • The type of change

  • The user responsible (student, admin, or API user)

  • The timestamp of the action

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API Enhancements

Status Field Support

The appointment Status field is now available in all API responses and can be managed via the following endpoints:

• • Update Appointment Status to Canceled

    • PUT /api/v2/appointments/{id}

    • Example payload:

      json

       

      { "Status": "Canceled" }

  • Permanently Delete Appointment

    • DELETE /api/v2/appointments/{id}

  • Filter by Status

    • GET /api/v2/appointments?Status=Active

    • GET /api/v2/appointments?Status=Canceled
      

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Student Experience

• • Canceled appointments are not visible to student users

  • These appointments do not count toward booking limits

  • Time slots associated with canceled appointments become available again for booking