This guide provides a step-by-step, walkthrough of how to accept or decline appointment requests on the Trova platform.
1. Click on appointments
Log into the Trova platform and navigate to the Appointments section on the left-hand side.
2. Click on the requested tab
Navigate to the Requested tab.
3. Click here to view client information
Here, you’ll see all appointment requests. To view client information, click on the menu option on the far right.
4. Click view details
Click View Details.
5. See client details here
Here, you’ll see all the client information entered when they submitted the request — including their first and last name, email address, and phone number.
If the client provided it, you may also see their reason for visit.
To view any insurance information the client entered, search for their name at the top and open their Client Profile.
6. Click here to close
Click the X to close this screen.
7. To approve, click the checkmark
To approve an appointment request, click on the green check mark.
8. To edit or accept click here
Here, you can either edit the request by clicking Edit, or accept it as-is by clicking Accept Request.
9. You can edit service, price and location for this request
In the edit screen, you can modify the service, price, or location.
Once your edits are complete, click Save Changes.
If you don’t want to make any changes, click Cancel.
Please note: You cannot change the date and time in this screen.
10. If changes are made, click save changes
Be sure to click Save Changes for any updates to apply.
11. Click accept request
Click Accept Request to finalize and confirm the appointment.
Once you accept the request, a booking email with appointment details will be sent to the client’s email address provided.*
12. Click X to decline a request
To decline an appointment request, click the X.
13. Choose a reason for the decline
Choose a reason for declining the appointment request from the list, or select Other.
If you choose Other, the reason you enter will not be visible to the client — they will simply receive a declined email notification.
14. Click decline request
Click Cancel Request to complete the decline process.
15. To change date of request, click here
If you’d prefer a new date and time instead of declining, click the menu option.
16. Click reschedule
Click Reschedule from the menu.
17. Choose new date and time
Here, you can change the service, price, location, and choose a new date and time.
18. Click schedule appointment
Once your changes are set, click Schedule Appointment.
Once you click Schedule Appointment, a booking email with appointment details will be sent to the client’s email address provided.
19. View upcoming appointments here
To view accepted appointments, check the Upcoming tab.
You can also find appointments in the Calendar and the Client Profile.
If an appointment is declined, it will be removed from all of these sections.
Make sure to check the Requested tab often — that’s where all new appointment requests appear.
You’ll also receive an email notification when a new request comes in, reminding you to visit the Requested tab to review and respond.
You’re now ready to manage appointment requests with confidence on Trova!