> For the complete documentation index, see [llms.txt](https://mikata-health.gitbook.io/mikata-product-guide-for-customers/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://mikata-health.gitbook.io/mikata-product-guide-for-customers/mika-ai-messaging/inbox-dashboard.md).

# Inbox Dashboard

## 1. Dashboard Overview

The Inbox is your centralized hub for receiving, managing, and organizing booking-related tasks and patient messages. It allows clinic staff to efficiently handle booking requests, message replies, update statuses, and assign tasks.

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FjdOue9nlQHKg2NkHzhUS%2Fimage.png?alt=media&amp;token=9e04ca23-cda9-48a7-a018-9c4141f97429" alt=""><figcaption></figcaption></figure>

The Dashboard is the main interface where tasks are organized into actionable categories.

1. **Inbox Menu Indicator**: A blue number on the Inbox menu button indicates how many new, unseen items you have.
2. **Task Tabs**: Tasks are divided into Active, Closed, and All to help you track progress (see [*Task Progress Management*](#task-progress-management-task-tabs) below for details).
3. **Task Types**:
   * **Booking (Appointment Requests):** Displays booking requests from patients.
   * **Review (Chat Report)**: Displays records when a patient initiates a special request or enters a designated special flow.
   * **Messages**: Displays secure message conversations where the patient has been granted the ability to reply to the clinic. [Learn more about Messaging](/mikata-product-guide-for-customers/mika-ai-messaging/messaging.md).
4. **Search and Filters**:
   * Filter by Task Type or Assignee.
   * Use the search bar for specific words/phrases.
   * *Advanced Filter (Bookings only)*: Filter by booking type, location, reason, or provider.
5. **Sorting Options**: Sort your list by Assignee (A-Z), or Created Time.

   <figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FhhNCjNE8ufMuRk7aPEwh%2Fimage.png?alt=media&amp;token=1220199b-7f4c-485b-8590-0666350990d7" alt="" width="308"><figcaption></figcaption></figure>
6. **Bulk Selection**: Select multiple tasks at once to assign them to specific team members in bulk.

   <figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FWyk0Fk2rGxkiMdHlWq5k%2Fimage.png?alt=media&amp;token=fab25aab-8384-42e0-8e60-7695e4e5d787" alt="" width="375"><figcaption></figcaption></figure>
7. **Row Information:** At a glance, view the task type, recipient name, assignee, current status, reason for request, and creation timestamp. The dashboard table will also display the appointment card or appointment request card related to the specific task.

   <figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2F7Xf85IEeqvo1fjaQZNzB%2Fimage.png?alt=media&amp;token=940d2ef9-701c-4264-a185-0769bebbeb39" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
A blue dot indicator will appear on the record to notify you there is a new update.
{% endhint %}

## 2. The Quick Panel

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2F5rbbxabGWzaM5mgzMpwB%2Fimage.png?alt=media&amp;token=8c9b452a-75e5-4deb-948b-086572be7a2f" alt=""><figcaption></figcaption></figure>

By clicking on any task row in the Dashboard, the Quick Panel will slide open on a half screen. This allows you to view most information and manage tasks without leaving the main Inbox view.

Each task displays slightly different information in the Quick Panel depending on its type, but they all share the following common content:

* **General Info**: Task type, created time, patient information, and appointment/appointment request information.
* **Assigned & Booking Status**: Displays which clinic user has been assigned to the task and its current booking/task status. Click the fields to update or change assignments or status directly from the page.

#### Task-Specific Quick Panel Content

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FVLvQuzOk6Wr2Fn5IQiJU%2Fimage.png?alt=media&amp;token=e4ded480-c138-49d3-abc4-612baa432b24" alt="" width="375"><figcaption></figcaption></figure>

* **For Messages:**

  1. View the detailed **conversation** with the patient.
  2. Access a message box to **send a reply** (includes the ability to add attachments and tasks).
  3. **Expand**: Direct to the Appointment Details Page in full screen.

  💡 *Tip: To learn more about messaging, click here.*

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2Fb5VkMPYWhdxwyG6oyW7q%2Fimage.png?alt=media&amp;token=94b31749-8f1b-4c8f-a528-60b965666216" alt="" width="375"><figcaption></figcaption></figure>

* **For Booking (Appointment Requests):**
  1. **Attachments**: Shows any files uploaded by the patient (if available). You can download these files as PDFs. *Note: Files are available for 30 days before they expire.*
  2. **Reports**: Displays key information submitted by the patient during the appointment request or booking process.
  3. **Chat Transcript:** A complete record of all messages exchanged between Mikata and the patient, including automated messages.
  4. **Timeline**: A detailed log of changes made to a patient's appointments, online requests, or demographic information. You can scroll through the timeline or use sorting options like Oldest to Newest or Newest to Oldest.
  5. **Expand**: Expand the Quick Panel into the Full Task Details Page in full screen.

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FPHbrNT2cBAseaz94ZhFM%2Fimage.png?alt=media&amp;token=14322ca4-c409-4bf9-89e3-6cf047c79e31" alt="" width="375"><figcaption></figcaption></figure>

* **For Reviews (Chat Report):**
  * **Chat Report**: A summarized version of the patient’s responses to follow-up questions or any other information provided during the booking chat (if set up on the chat flow).
  * **Chat Transcript**: The complete record of messages exchanged.
  * **Expand**: Expand the Quick Panel into the Full Task Details Page in full screen.

## 3. Task Statuses and Progress

Managing statuses keeps your workflow organized and communicates progress to your team. **Note: All statuses must be manually changed.**

### Task Progress Management (Task Tabs)

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FWmw3iHrqtSwf2wHrSwtC%2FScreenshot%202026-04-15%20at%2012.19.56%E2%80%AFPM.png?alt=media&amp;token=6e97a870-f066-423f-b80b-7136a4779361" alt="" width="375"><figcaption></figcaption></figure>

Your tasks are sorted into three main tabs on the dashboard to help you manage your workflow:

* **Active**: When a new task is created, comes in, or is actively being worked on but hasn't yet been resolved, it stays in the Active tab. Tasks can remain here while waiting for additional information or while being actively processed. *Statuses included in this tab: "Active", "Waiting on input", "In progress".*
* **Closed**: Once a task has been marked with a final status such as "Read," "Booked," "Auto Booked," "Unable to Book," or "Closed," it is automatically moved to the Closed section of the Inbox. These tasks are considered completed and no longer appear in the active task list.
* **All**: All tasks—whether active or closed—are located in the "All" section. This gives you a comprehensive view of every task's status.

### Task Statuses

#### Booking Request Statuses:

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FqdzfA5h5RC0kxGugHc4z%2Fimage.png?alt=media&amp;token=75f052cc-7044-4a45-ba67-e26333008e3d" alt="" width="160"><figcaption></figcaption></figure>

* **Active**: The initial status when a patient creates an appointment request.
* **Waiting on Input**: In progress, but awaiting input from another team member, patient, or triage.
* **Booked**: The appointment was successfully booked in your EMR. *(Note: Changing a status to "Booked" in Mikata does not automatically book the appointment in your EMR; you must still complete that step).*
* **Auto Booked**: The system automatically booked the appointment without manual intervention.
* **Unable to Book:** The request was reviewed but couldn't be fulfilled (e.g., patient unreachable).
* Insufficient Info: The request requires follow-up with the patient to gather missing details.
* **Insufficient Info:** This status means the request was completed with some manual intervention required, such as contacting the patient to fill in missing details.&#x20;
* **Not a Request**: Indicates that the task was reviewed and determined to be invalid, such as spam or a mistaken submission.

#### Review Task Statuses:

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FOKRdRRyzDT7rG7teKNTN%2Fimage.png?alt=media&amp;token=0e229c45-ee58-4f00-a1aa-d13ded9a1a96" alt="" width="160"><figcaption></figcaption></figure>

* **Active**: New review task awaiting attention.
* **In Progress:** Currently being reviewed by staff.
* **Closed:** The review is complete.

#### Messages Statuses:

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2FSPaKHJjatAmcetRBU7IB%2Fimage.png?alt=media&amp;token=f60bf91d-b33b-4ccd-bf55-9f40860bdb6c" alt="" width="160"><figcaption></figcaption></figure>

* **Active**: The conversation is open. The patient can access the secure message and reply (if the sender enabled patient replies). Any team member can respond to the patient.
* **In Progress**: The message is currently being handled by staff.
* **Closed**: The conversation is ended. The patient will have 7 days to view or download the message history, but they will no longer be able to reply.  Note: Once closed, this task cannot be reactivated.&#x20;
* For more information about Messaging, click [here](/mikata-product-guide-for-customers/mika-ai-messaging/messaging.md).

#### **General Error Status:**

<figure><img src="https://2885705326-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fq0dr7JBnxOvRBS0o4K13%2Fuploads%2F1BEHDsr1klSNEFMokG4y%2Fimage.png?alt=media&amp;token=2697395b-73dd-46d3-9384-c9409603021a" alt="" width="160"><figcaption></figcaption></figure>

* **Attention**: This is an error status triggered by unexpected flows or system issues.
  * *Examples*: A patient enters incorrect verification information multiple times when attempting to view a secure message and is being locked out, or a message fails to send due to an invalid contact method/system problem.
  * *Resolution*: Staff or providers can try the action again or send a new message to solve the problem.

## 4. Types of Booking Tasks

Depending on your clinic's setup, you will handle one or more of the following booking request types:

* **Basic Appointment Requests**: Patients **select a general day/time preference**. Staff manually books the appointment based on availability.
* **Advanced Appointment Requests:** Patients **select specific available days and times**. Staff schedules them into those chosen slots.
* **Autobooking:** Existing EMR patients choose from real-time availability and **book directly into the EMR** without requiring manual approval.