Quick Answer
What is a Smart List in the Appointment List View?
A Smart List is a saved appointment view that remembers the filters, sorting preferences, and columns you selected. It lets you return to a focused group of appointments without rebuilding the same view each time.
What Smart Lists Do
The Appointment List View gives you one central place to review and manage appointments created through BizStackPro calendars.
As the number of appointments grows, it can become difficult to locate the bookings connected to a specific calendar, user, appointment status, date range, or scheduling condition.
Smart Lists solve this problem by turning your selected filters, columns, and sorting preferences into reusable appointment views.
For example, you could create a Smart List for this week's appointments, cancelled appointments assigned to one user, or appointments that have been rescheduled.
Smart Lists organize the view, not the appointments
Creating or changing a Smart List does not change the underlying appointment records. It changes which appointments are displayed and which details appear in the list.
Smart Lists at a Glance
Before You Begin
Decide what the Smart List should help you find before selecting filters and columns.
- Identify the appointments you want the list to display.
- Choose the calendar, user, status, or date range involved.
- Decide whether multiple conditions should use AND or OR logic.
- Identify the appointment details your team needs to see.
- Choose a clear and descriptive Smart List name.
- Check whether an existing Smart List already serves the same purpose.
- Plan to review the results before saving the list.
Default Appointment Views
The Appointment List View includes three default lists that provide quick access to common appointment groups.
Upcoming
Displays current and future appointments so your team can see what is scheduled next.
Cancelled
Displays cancelled, no-show, or invalid appointments included in this default view.
All
Displays every available appointment record regardless of its current scheduling status.
These default lists are useful for general appointment management. Create a Smart List when your workflow requires a more focused or reusable view.
Use Advanced Filters
Advanced Filters determine which appointment records appear in your list.
The available criteria can be combined to create views based on calendars, users, dates, appointment statuses, and other scheduling information.
Begin with the broadest useful filter
Start with the calendar, user, status, or date range that defines the purpose of the list. Add more filters only when they improve the results.
Use AND and OR Filter Logic
When a Smart List includes multiple filters, the relationship between those filters affects which appointments appear.
AND Logic
An appointment must match every connected condition.
Example: show appointments from the Service Calendar and assigned to a selected user.
OR Logic
An appointment can match any one of the connected conditions.
Example: show appointments that are cancelled or marked as no-show.
Review the results after combining filters
Incorrect AND or OR logic can make the list too narrow, too broad, or empty. Check the displayed appointments before saving the Smart List.
Customize Appointment Columns
Columns control which appointment details appear in the list and the order in which those details are displayed.
Common columns can include:
- Invitee
- Status
- Appointment Time
- Calendar
- Owner
- Created By
- Date Added
- Rescheduled Tag
Open the Appointment List View
Go to Calendars → Appointments.
Select Manage Columns
Open the Manage Columns option.
Select the Required Columns
Enable the appointment details that are useful for the purpose of the list.
Remove Unnecessary Columns
Hide details that do not help your team use the view.
Rearrange the Columns
Place the most important information near the beginning of the list for easier scanning.
The Rescheduled Tag highlights changed appointments
Include the Rescheduled Tag when your team needs to identify appointments that were moved from their original time.
Create a Smart List
Build and save a reusable appointment view based on your workflow.
Open Calendars
From the BizStackPro dashboard, open Calendars.
Open Appointments
Select the Appointments area to open the Appointment List View.
Select + Smart List
Click + Smart List to begin creating a saved view.
Apply Advanced Filters
Select the calendar, user, status, date range, rescheduled condition, or other criteria required by the view.
Review AND and OR Logic
Confirm that multiple filters are connected using the correct logic.
Set the Sorting Preference
Arrange the appointment records in the order that makes the list easiest to use.
Manage the Columns
Select and reorder the columns that should appear in this Smart List.
Review the Results
Confirm that the displayed appointments match the intended purpose of the list.
Name the Smart List
Use a clear name that explains what the list displays.
Example: Upcoming – Service Calendar – This Week.
Select Save as New
Save the configuration as a new Smart List.
The saved Smart List appears as a new tab and remembers the filters, sorting preferences, and columns when you return to it.
Edit an Existing Smart List
Update a Smart List when its filters, columns, sorting, or purpose changes.
Open the Smart List Tab
Select the Smart List you want to update.
Select Customize List
Open the Customize List controls.
Update the Filters
Add, remove, or adjust the appointment criteria.
Update Sorting and Columns
Change the appointment order or the details shown in the list.
Review the Updated Results
Confirm that the revised list displays the correct appointments.
Save the Changes
Save the update to the existing Smart List or save it as a new list when both versions are useful.
Delete a Smart List
Delete a Smart List when the saved view is no longer needed.
Open the Smart List
Select the list you want to remove.
Open Customize List
Click Customize List.
Select Delete List
Choose the option to delete the saved list.
Confirm the Deletion
Review the confirmation and permanently remove the Smart List.
Deleting the list does not delete appointments
Removing a Smart List removes the saved view. It does not remove the appointment records that appeared inside it.
Smart List Best Practices
Frequently Asked Questions
What are the default views in the Appointment List View?
Can I filter appointments by the calendar or user?
How do I customize the columns in the appointment list?
What is the purpose of the Rescheduled Tag?
How do I save filters in a Smart List?
Can I adjust an existing Smart List?
Is it possible to delete a Smart List?
Continue Learning
Continue learning how to review, manage, and troubleshoot appointments inside BizStackPro.
