Skip to main content
Where to find this: Open the Check-In section in the main navigation to access the calendar. Use Create Event to add blocks, or click a provider’s shift picker to manage shifts. The Patient Status panel appears alongside the calendar.

​
Create a Block

Blocks prevent appointments from being booked during specific time periods. Use them for lunch breaks, meetings, training, personal time, or any period a provider is unavailable.
1

Open the Event Creator

Click Create Event in the sidebar and select Block. Alternatively, click an empty time slot on the calendar and choose Block.
2

Set Title

Enter a descriptive title (e.g., “Lunch”, “Staff Meeting”). If you skip the title, it auto-generates as “Block - [Provider Name]”.
3

Set Date and Time

Pick the start and end times for the block. The minimum duration is 30 minutes by default.
4

Select Providers

Choose one or more providers to block. You can select multiple providers to block the same time for everyone at once.
5

Select Services (Optional)

Optionally restrict the block to specific services. If no services are selected, the block applies to all services for the selected providers.
6

Set Recurrence (Optional)

Make the block repeat daily, weekly, on weekdays, monthly, yearly, or on a custom schedule.
7

Save

Click Create. The block appears on the calendar as a gray event.

​
Edit or Delete a Block

Click the block on the calendar to open the editor. Make changes and click Save, or click Delete to remove it. For recurring blocks, you are asked whether to apply the change to this occurrence only, this and future occurrences, or the entire series.

​
Add a Shift

Shifts define when a provider is available to see patients. When the “Show Working Hours” toggle is enabled, time outside of shifts is visually marked with diagonal stripes.
1

Open the Shift Picker

In the calendar header area (Day view), click the provider’s shift picker. Or create a shift from the administrative interface.
2

Set Date and Time

Choose the start and end times for the shift.
3

Select Provider

Choose the provider or AI assistant for this shift. If only one provider exists, they are auto-selected.
4

Select Location

Choose the clinic location for the shift. Location is required for providers but optional for AI assistants.
5

Set Capacity (Optional)

Enter the maximum number of concurrent appointments allowed during this shift. Leave blank to use the provider’s default capacity setting.
6

Set Recurrence (Optional)

Make the shift repeat on a schedule. Options are the same as for blocks: daily, weekly, weekdays, monthly, yearly, or custom.
7

Save

Click Create. The shift appears as a background highlight on the provider’s calendar column.

​
Edit or Delete a Shift

Click an existing shift on the calendar to open the editor. Modify the time, provider, location, capacity, or recurrence and click Save. Click Delete to remove the shift. For recurring shifts, you choose the scope: this occurrence, this and future, or all.

​
Patient Status Panel

The Patient Status panel appears alongside the calendar and tracks the real-time progress of patients through their appointments. It displays patients who are currently checked in and shows their progression through checklist steps. Each row shows:
  • Patient name and the service they are here for
  • Appointment time range
  • Last updated — how long since the last checklist step was completed
  • A completion button to mark the next checklist step as done
Use the filter icon to show only patients at specific stages (e.g., Checked In, With MA, With Provider, Payment Made). An overdue indicator appears in red when a patient has been waiting too long at their current stage.

​
Appointment Checklists

Checklists define the steps staff follow for each appointment. Checklist items are configured per service (in Settings > Services > Checklists) and can include:
StepDescription
Filled FormPatient has completed required intake forms.
Checked InPatient has arrived and been checked in.
With MAPatient is with the medical assistant.
Measurement TakenVitals or measurements recorded.
Dose TakenMedication or treatment dose administered.
With ProviderPatient is with the provider.
Note TakenClinical note has been created.
Payment MadePatient has completed checkout and payment.
Picture TakenBefore/after photos documented.
Request GFEGood Faith Exam has been requested (SpaKinect integration).
Staff mark each step complete from the Patient Status panel or the patient sidebar. Completed steps show who completed them and when.

​
Quick Notes (Memos)

Attach short notes to any appointment. Click the memo icon on an appointment, or use the Add Memo button in the patient sidebar. Quick notes appear:
  • On the appointment card in Schedule view
  • In the patient sidebar
  • In the schedule export (PDF/CSV)
Notes can be edited or added at any time, even after the appointment is complete.