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.
Book an Appointment
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.
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.
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.
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.
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.
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)
Add Notes (Optional)
Add internal memos or quick notes to the appointment. These appear on the calendar and in the patient sidebar.
Keyboard shortcut: Hold Cmd (Mac) or Ctrl (Windows) and click an appointment in Schedule view to jump directly to that patient’s chart.
Manage Appointments
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
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)
- 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.
Appointment Status Workflow
Appointments progress through the following statuses:| Status | Meaning |
|---|---|
| Pending | The patient has not yet confirmed the appointment. |
| Reserved | The patient has reserved the slot but has not paid any required booking fee. |
| Confirmed | The patient has confirmed and the appointment is locked in. |
| Overridable | The patient has not confirmed and another patient can book over this slot. |
| Completed | The appointment is finished and the patient has left the clinic. |
| No Show | The patient did not arrive for their appointment. |
| Cancelled | The appointment was cancelled by staff or patient. |
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.
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.