--- title: How to Read Appointment Icons in the Calendar (Legend) description: Learn what each appointment icon on the Pabau calendar means, including the Issued to insurer icon, using the calendar Legend. --- [Skip to content](https://support.pabau.com/en/pabau2/how-to-read-appointment-icons-in-the-calendar-legend#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Calendar](https://support.pabau.com/en/pabau2/calendar?hsLang=en) 3. [Using the calendar](https://support.pabau.com/en/pabau2/calendar?hsLang=en#using-the-calendar) # How to Read Appointment Icons in the Calendar (Legend) ## This article covers how to use the appointment icon legend to view key information at a glance. Appointments on the calendar carry small icons that tell you, at a glance, the appointment's status, whether it has been paid, and extra details such as a note, a new client or an insurer being billed. The **Legend** explains every icon in one place. #### **Step 1: Open the Calendar** Log in to your Pabau account and click **Calendar** in the left sidebar menu. ![The left sidebar menu with Calendar marked](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-11-14-45-2425-AM.png?width=670&height=324&name=image-png-May-13-2026-11-14-45-2425-AM.png) *Calendar in the left sidebar menu* #### **Step 2: Open the Legend** 1. Click the **Legend** icon in the toolbar at the top right of the calendar. It is the round icon between the full-screen arrows and the padlock; hover it and the tooltip reads **Legend**. ![The Legend icon in the calendar toolbar](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/264848604348-01-legend-button.png) *The Legend icon in the calendar toolbar* **TIP:** If your calendar shows a **More** (three dots) menu in the toolbar instead, **Legend** is one of the options in that menu. #### **Step 3: Review the Icons** 1. The **Legend** window lists every icon, grouped into four sections: - **Appointment Statuses** – the status icons, such as Waiting, Arrived, Complete, Running Late and Confirmed, plus any custom statuses your clinic has created. - **Appointment Payments** – whether an invoice has been raised but not paid, a deposit has been paid, or the appointment is fully or partially paid. - **Appointment Info** – extra details such as a prepaid package, an online booking, a new client, a client-requested team member, a note or a repeat appointment. - **Team capacity** – what the capacity colours mean, from low utilisation to fully booked. 2. In **Appointment Info**, **Issued to insurer** marks appointments that are billed to an insurance company (see Step 4). ![The Legend window with the Issued to insurer icon marked in the Appointment Info section](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/264848604348-02-legend-modal.png) *The Legend window, with the new insurer icon in Appointment Info* #### **Step 4: Spot Appointments Billed to an Insurer** When an appointment is set to bill an insurance company rather than the client, it shows the **Issued to insurer** icon (a small building) in the top right corner of the appointment. This helps reception see straight away which visits will go to an insurer, before anyone raises an invoice. 1. Find the insurer icon on the appointment in the calendar. 2. Hover over it to see which insurer the appointment is issued to, for example **Issued to BUPA**. ![An appointment on the calendar showing the insurer icon and its Issued to tooltip](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/264848604348-03-insurer-icon.png) *Hover the insurer icon to see which insurer is billed* **NOTE:** The icon appears on appointments booked with an insurer as the payer. To set up insurance billing on appointments, see Insurance Guide Part 3 for your region: [UK](https://support.pabau.com/en/pabau2/insurance-guide-part-3-uk-connect-appointments-to-insurance?hsLang=en), [US](https://support.pabau.com/en/pabau2/insurance-guide-part-3-connect-appointments-to-insurance-in-pabau?hsLang=en) or [Australia](https://support.pabau.com/en/pabau2/insurance-guide-part-3-australia-connect-appointments?hsLang=en). #### **Is there an icon for completed forms?** No. Appointments on the calendar don't show an icon for completed, pending or incomplete forms, and the **Legend** doesn't list one. The icons in **Appointment Info** are the only extra-detail icons an appointment can carry. To check whether a client has completed their forms for an appointment: 1. Click the appointment on the calendar to open it. 2. Click the **Requests** button (hover it to see the tooltip). The number on it is how many forms, invoices and confirmations were requested for this appointment. 3. Look under **FORMS**. A completed form shows a tick; hover the tick to see when it was completed, for example **Completed on** and the date and time. A form without a tick hasn't been completed yet. **NOTE:** If your calendar opens appointments in the newer side panel, the **Forms** section lists each form with **Done** (and **Completed** plus the date) or **Pending**. **Where this comes from:** the forms listed are the ones requested for this appointment, for example forms linked to the booked service or added with the **Requests** panel. A form shows as completed once the client submits it. #### **What do the confirmation statuses mean, such as "Waiting on Reply"?** Each appointment carries a confirmation status. You see it on the confirmation tile when you click the appointment and open **Requests**, and in the client's appointment list. - **Unconfirmed**: no confirmation request has been sent by SMS or email, and the client hasn't answered. - **Waiting on Reply**: a confirmation request has been sent to the client by SMS or email, but they haven't replied yet. Hover the tile to see when it was requested (**Requested confirmation on** and the date). - **Confirmed**: the client confirmed, or a team member marked it confirmed. - **Replied No**: the client replied that they can't attend. - **Unable to Contact**: the appointment was marked as not reachable. **NOTE:** If you move an appointment to a new time after the client confirmed, the confirmation is cleared, because they haven't agreed to the new time. If a reminder had already been sent, it shows **Waiting on Reply** again until the client answers about the new slot. **Where this comes from:** the status is worked out from the client's stored answer and whether an SMS or email confirmation request was sent for this appointment. You can also change it by hand by clicking a status in the appointment's confirmation options. This gives you a quick reference to understand all appointment information at a glance. **What's next?** - [Insurance Guide Part 3 (UK): Connect appointments to insurance in Pabau](https://support.pabau.com/en/pabau2/insurance-guide-part-3-uk-connect-appointments-to-insurance?hsLang=en) - [Insurance Guide Part 3: Connect appointments to insurance in Pabau](https://support.pabau.com/en/pabau2/insurance-guide-part-3-connect-appointments-to-insurance-in-pabau?hsLang=en) (US) - [Insurance Guide Part 3 (Australia): Connect appointments to insurance](https://support.pabau.com/en/pabau2/insurance-guide-part-3-australia-connect-appointments?hsLang=en) --- Was this guide helpful? Let us know by voting below - your feedback helps us write clearer articles. For **[more guides](https://support.pabau.com/en/pabau2?hsLang=en)**, browse the related articles below or use the search bar at the top of the page. 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