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Where to find this: Open the Check-In section in the main navigation to access the calendar, then click Create Event to book an appointment.

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Book an Appointment

1

Open the Event Creator

Click Create Event in the sidebar, or click any empty time slot on the calendar grid. You’ll be asked to choose between Appointment and Block.
2

Select Appointment

Click Appointment. You are taken to the appointment form page.
3

Select a Patient

Search for an existing patient by name, phone number, or email. If the patient is new, you can create their record inline from the search.
4

Choose Services

Select one or more services for the appointment. Each service can have its own provider, start time, and duration. The system respects provider assignments — only providers qualified for a given service appear in the provider dropdown.
5

Set Provider and Location

Choose the provider for each service segment. Select the clinic location for the appointment. If the appointment was initiated by clicking a specific provider’s column, the provider is pre-filled.
6

Pick Date and Time

Set the start time for the appointment. The end time auto-calculates based on the service duration. If the service has prep time configured, a prep segment is automatically added before the main appointment. Similarly, if the service has cleanup time configured, a cleanup segment is automatically added after the main appointment.
7

Configure Recurrence (Optional)

To make this a recurring appointment, use the recurrence dropdown. Quick options include:
  • Daily
  • Weekly on the same day
  • Every weekday (Monday through Friday)
  • Monthly on the same relative day (e.g., “second Tuesday”)
  • Annually
  • Custom — lets you set advanced recurrence rules (interval, specific days, end date or count)
8

Add Notes (Optional)

Add internal memos or quick notes to the appointment. These appear on the calendar and in the patient sidebar.
9

Review and Save

Review the appointment details and click Save. The system sends notifications to the patient based on the service’s notification configuration (confirmation SMS, reminders, etc.).
Keyboard shortcut: Hold Cmd (Mac) or Ctrl (Windows) and click an appointment on the calendar to jump directly to that patient’s chart.

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Manage Appointments

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View Appointment Details

Click any appointment on the calendar to open the Patient Sidebar. The sidebar displays:
  • Patient name and contact information
  • Appointment time, duration, and status
  • Assigned provider and location
  • Services included in the appointment
  • Checklist progress
  • Quick notes/memos attached to the appointment

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Edit an Appointment

Click the edit icon on an appointment (visible on hover) or navigate to the appointment form. From the form you can:
  • Change the date, time, or duration
  • Reassign to a different provider
  • Change the location
  • Add or remove services
  • Modify recurrence settings
  • Add bookable resources (rooms, equipment)
For recurring appointments, editing prompts you to choose the scope of changes:
  • This event only — modifies only the selected occurrence.
  • This and following events — applies changes from this date forward.
  • All events — updates the entire recurring series.

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Appointment Status Workflow

Appointments progress through the following statuses:
StatusMeaning
PendingThe patient has not yet confirmed the appointment.
ReservedThe patient has reserved the slot but has not paid any required booking fee.
ConfirmedThe patient has confirmed and the appointment is locked in.
OverridableThe patient has not confirmed and another patient can book over this slot.
CompletedThe appointment is finished and the patient has left the clinic.
No ShowThe patient did not arrive for their appointment.
CancelledThe appointment was cancelled by staff or patient.

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Appointment Icons

Small icons appear on appointments to convey important information at a glance:
  • Booking fee paid — the patient paid a deposit when booking.
  • New patient — this is the patient’s first visit.
  • Scheduled by AI — the appointment was booked by an AI assistant.
  • Form completed / not completed — indicates whether required intake forms are done.
  • Checked in — the patient has arrived.
  • Online booking — the appointment was booked through self-scheduling.
Customize icon colors and visibility from Settings > Calendar Appearance.

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Cancel an Appointment

Open the appointment for editing and click Cancel. You are prompted to:
  • Provide an optional cancellation reason.
  • Choose whether to send an SMS notification to the patient.
  • Customize the cancellation message.
If the service has a cancellation fee configured and the appointment is within the fee window, the system can apply the charge.

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Reschedule an Appointment

Open the appointment form and change the date or time, or drag the appointment to a new time slot on the calendar grid in Day or Week view. The system can send an update notification to the patient with the new time.

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Event History

Every appointment keeps a timeline of changes. To view it, click on an appointment to open the sidebar and expand View History. For cancelled appointments, the history is expanded by default. The history records the following actions:
EntryWhat it means
CreatedThe appointment was first booked, including the service and location.
RescheduledThe date or time was changed. Shows the old and new times.
Status ChangedThe appointment moved to a different status (e.g., Pending to Confirmed). Shows the old and new statuses.
Checked InThe patient was marked as arrived.
CompletedThe appointment was marked as finished. Shows the previous status.
No ShowThe patient was marked as a no-show. Shows the previous status.
CancelledThe appointment was cancelled. Includes the cancellation reason if one was provided.
Patient ChangedThe patient assigned to the appointment was swapped. Records which patient was removed and which was added.
Provider ChangedOne or more providers were added to or removed from the appointment. Records which providers were affected.
Each entry shows who made the change and when.