How to mark attendance for Appointments and Tastings?

When you book appointments in Sonas, such as a viewing, meeting, item delivery, or tasting, the appointment will automatically update to 'Attended' once the scheduled time has passed. If an appointment is cancelled or a client does not attend, you'll need to update this status manually in Sonas.

It is crucial to correctly mark appointment attendance to ensure you have an accurate record of events and that reporting (for example, attendance rates) is precise.

If you cannot see any of the discussed sections or get permission denied messages with any of the actions, please contact your Company Admin in order to get the required permissions.

Attendance for Show Arounds, Meetings, and Item Delivery

Once an appointment is booked via a web form or the event's appointment section, the attendance status will be 'Not Set'.

How to Cancel an Appointment

To cancel an appointment, navigate to the event's appointments section. Open the specific appointment, then click Actions > Cancel Appointment.

A client can also cancel an appointment via the Show Around Questionnaire. Either method will generate an activity log confirming that the appointment has been cancelled.

Cancelling an appointment releases the time slot back onto the calendar, making it available for new bookings.

Note: Previously, the cancel option was labelled "Delete Appointment". It has been renamed to "Cancel Appointment" to more accurately reflect the action and match the wording used throughout the system.

Cancellation vs No Show: Use Cancel when the appointment is called off ahead of time (by the customer or staff). Use No Show when the client simply does not attend. Cancelled appointments are released from the calendar; No Show appointments remain on the calendar as a record.

Rescheduling an Appointment

If a client wants to move their appointment to a different date, you can update the date directly on the existing appointment. However, a new confirmation email will not be sent automatically — only scheduled reminder emails will reflect the updated date. If you need to send a new confirmation email, cancel the existing appointment and create a new one. The new appointment will give you access to send confirmation emails.

Troubleshooting: Error When Cancelling or Editing an Appointment

If you receive an error message when trying to cancel or edit an appointment, click OK and try again. If the error persists, perform a hard refresh (clear cache) to resolve the issue.

This error typically occurs when there is a brief interruption in the connection, causing data to not load fully. A refresh resolves this by re-establishing the connection. If the error happens consistently and only in the appointment section, this is not typical — please contact support so the team can investigate.

Also ensure the appointment has a Type assigned (e.g., Meeting, Show Around, Item Delivery). Missing appointment types can sometimes cause errors when making changes.

Appointment Linked to the Wrong Event

If an appointment appears on the calendar but not on the expected event, it may have been linked to a different enquiry for the same customer. This can happen when a customer has multiple enquiries (e.g., a previous enquiry and a current booking) and the system links the appointment to the older record. To fix this, cancel the incorrectly linked appointment, then create a new appointment directly from the correct event. If the old enquiry is no longer needed, exhaust it as a duplicate.

How to Mark as a 'No Show'

If a client does not attend their appointment without prior cancellation, you must mark it as a 'No Show'. Navigate to the event's appointments section, open the appointment, and click Actions > Set No Show.

Please note that you can only mark an appointment as a 'No Show' after the scheduled start time, not before.

It is important to register 'No Shows', not only for accurate record-keeping but also to help you identify trends. For example, by tracking 'No Shows', you can decide if additional appointment reminders are necessary.

How to Mark as 'Attended'

An appointment will automatically update to 'Attended' once the scheduled end time has passed, provided you have not already cancelled it or marked it as a 'No Show'.

If you wish to mark an appointment as 'Attended' before it automatically updates, navigate to the event's appointments section. Open the appointment and click Actions > Set Attended.

Attendance for Tastings

How to Cancel a Tasting

To cancel a tasting appointment, navigate to the event's appointments section. Scroll down to the Tastings section and click the red 'X' to cancel.

How to Mark as a 'No Show'

If a client does not attend a tasting, navigate to the tasting event by selecting the Tasting section from the left-hand menu. Scroll down to the appointment and select the red Mark as a No Show button.

How to Mark as 'Attended'

A tasting appointment will automatically update to 'Attended' once the tasting event's end time has passed, provided you have not already cancelled it or marked it as a 'No Show'.

If you wish to mark it as 'Attended' before it automatically updates, navigate to the tasting event by selecting the Tasting section from the left-hand menu. Scroll down to the appointment and select the green Mark as Attended button.

Updated on: 05/05/2026