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Session Statuses and Workflow
Statuses let you track where each session is in its lifecycle. Combined with workflow transitions, they power automation like reminder emails, invoice creation, and notifications.
Default session statuses
Out of the box, FoxCLM includes these session statuses:
| Status | Meaning |
|---|---|
| Scheduled | Session is confirmed and upcoming |
| Completed | Session has taken place |
| Cancelled | Session was cancelled |
| No Show | Client did not attend |
You can rename these, add new ones, or remove them in Settings > Workflows & Statuses.
Changing a session status
Open a session and use the status button in the detail panel. The available transitions depend on your workflow configuration. Some transitions may require confirmation or trigger automated actions.
Workflow transitions
A transition is a path from one status to another. Each transition can have:
- A condition - only fire if a field meets a criteria (e.g. session is in the past)
- Actions - things that happen when the transition fires:
- Send a reminder or confirmation email to the client
- Send a notification to the assigned staff member
- Create an invoice for the session
- Call a webhook
Auto-advance
Transitions can fire automatically on a schedule. For example:
- Move sessions to "Completed" automatically at the end time
- Send a feedback request email 24 hours after a session ends
Configure auto-advance in Settings > Automation.