The Calendar

The calendar is the central hub for your clinic’s daily operations. It displays all appointments, blocks, and shifts for the selected date, providers, and locations.

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Calendar Views

Use the View dropdown in the sidebar to switch between three layouts:

• Day View: Shows a single day with each provider displayed in their own column. Appointments appear as blocks on a time grid. This is the default view and is best for managing a busy clinic day.
• Week View: Displays an entire week in a seven-column grid (or five columns if weekends are hidden). Useful for seeing the week’s schedule at a glance.
• Schedule View: A streamlined list of appointments in chronological order. Shows patient name, provider, service, location, time, and duration. The view starts with the selected day; click Load more events at the bottom to extend the range by another week, and keep clicking to walk further out. Ideal for a quick daily roster or for printing/exporting.

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Provider Column Quick Actions

In Day view, hover over a provider’s name at the top of their column to open a quick-action card. It shows that provider’s appointment count and shift locations for the day, plus shortcuts:

• Show provider only — jump to a single-provider Day view.
• Open in week view — see just this provider across the week.
• Book an appointment — start a new appointment pre-set to this provider.
• Add shift — open the shift form for this provider on this day. If the provider already has a shift that day, this option is replaced by Edit shift. When there’s more than one shift, each one gets its own Edit shift (start–end) row so you can jump to a specific window. Requires the Manage Shifts permission.
• Move to left / Move to right — reorder the provider’s column on the calendar.

You can also drag a provider’s column header to reorder columns directly.

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Navigate Dates

• Use the left and right arrows at the top of the calendar to move forward or backward. In Day view, this moves one day at a time (skipping weekends if weekends are hidden). In Week view, this moves one week at a time.
• Click the date display to open the date picker and jump directly to any date.
• The mini calendar in the sidebar also lets you pick a date.

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Filter the Calendar

The sidebar provides several filters to control what appears on the calendar:

• Location: Filter events by one or more clinic locations.
• Providers: Select which providers’ columns appear in Day view. In Week view, events are filtered to the selected providers.
• Event Types: Choose which event types to show — Appointments, Blocks, and Shifts. Shifts are off by default; tick them to see shift events on the grid alongside appointments and blocks. The Schedule view always hides shifts. Shift backgrounds are controlled separately by the “Show Working Hours” on/off switch.
• Event Statuses: Choose which appointment statuses to display (Pending, Confirmed, Completed, No Show, Overridable, Reserved, Cancelled). Each status has a tooltip description explaining what it means.
• Only Active Providers (Day view only): When enabled, hides providers who have no shifts or appointments for the day.
• Show Working Hours: Highlights periods when providers are not working with diagonal stripes. In Week view, select a single provider first — the shading then follows that provider’s hours.

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View Presets

View presets let you save a group of providers so you can switch between different calendar views with one click. Open them from the Preset menu in the sidebar — the button shows the active preset’s name, or None. The menu groups presets into sections:

• Teams: Any teams configured in your organization appear here. Selecting a team instantly shows only that team’s providers on the calendar.
• Global: Presets shared with everyone in your organization. Each preset shows how many providers it includes.
• Personal: Presets private to you. They sync across every device you sign in on, so a preset you save on the front-desk computer is also there on your laptop.

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Save a Preset

1. Select the providers you want on the calendar using the provider filter.
2. Open the Preset menu in the sidebar.
3. Click Save as personal preset to keep it to yourself, or Create global preset to share it with the whole organization. Creating a global preset is only available to staff whose role allows it.
4. Enter a name and click the save button.

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Delete a Preset

Hover over one of your personal presets and click the trash icon to remove it.

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Copy, Cut, and Paste Appointments

Recreate or move an appointment without rebuilding it from scratch. Copy keeps the original and stamps out as many duplicates as you want. Cut moves the appointment — the original disappears after you paste. To copy an appointment:

1. Right-click an appointment block on the calendar and choose Copy. A subtle dashed outline appears around the copied appointment.
2. Or press ⌘ C (Mac) / Ctrl C (Windows) while the appointment is selected.

To cut an appointment (move it):

1. Right-click an appointment block and choose Cut. The block fades and gets a dashed outline so you know it’ll move on paste.
2. Or press ⌘ X / Ctrl X.

To paste it:

1. Right-click an empty time slot in any provider’s column and choose Paste, or
2. Press ⌘ V / Ctrl V with the cursor over an empty slot.

Paste after Copy creates a brand-new appointment with the same patient, services, duration, memo, location, and provider-requested flag as the original. Paste after Cut opens the same Reschedule appointment dialog you see when dragging an appointment to a new slot. The dialog shows the old vs. new time and provider, lets you customize the SMS to the patient, and only reschedules once you confirm. Same appointment, new time and/or provider — every detail goes with it: checklist progress, clinical notes, charges, recording state, and audit history. Use Cut when the patient is rescheduling, not Copy. One paste per copy or cut: The clipboard clears after the first successful paste, so you can’t accidentally drop the same appointment five times. Copy the appointment again if you need a second duplicate. Different specialty: If you paste into a provider who doesn’t offer one of the copied services, Decoda asks you to confirm before creating the appointment. Cancel: Press Esc to clear the clipboard. It also clears automatically when you reload the page or open the calendar in a new tab.

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Search Events

Use the Search Events bar in the sidebar to find any appointment by patient name, provider name, or event title. Selecting a search result jumps the calendar to that date and opens the patient sidebar. When you open a calendar link from a notification, Decoda jumps to the appointment date, selects the appointment, and opens the patient’s details. This helps shared links and notification actions take you directly to the right visit.

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Export the Schedule

In Schedule View, click the Export Schedule button in the top-right corner. Choose between:

• Export as PDF — generates a formatted PDF of the day’s appointments.
• Export as CSV — downloads a spreadsheet with columns for time, patient, phone number, provider, service, location, and notes.

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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
• The patient’s Preferred provider, when one is set on their chart
• 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). If a service requires multiple measurement steps, the patient appears once and moves through each required measurement stage, such as Weight measurement taken or Blood Pressure measurement taken, as staff complete them. Click the completion button for the current row to move the patient to the next required stage. An overdue indicator appears in red when a patient has been waiting too long at their current stage. If overdue alerts are turned on, each required measurement stage can send its own alert, so a dismissed Weight measurement taken alert does not hide a later Blood Pressure measurement taken alert for the same appointment.

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Appointment Checklists

Checklists define the steps staff follow for each appointment. Checklist items are configured per service (in Settings > Services > Checklists) and can include: Staff mark each step complete from the Patient Status panel or the patient sidebar. Completed steps show who completed them and when. The calendar updates as checklist steps are completed; for example, check-in and note icons appear on the appointment when those steps are done. Note Taken auto-completes the first time a clinical note is created for the appointment, so providers don’t have to tick it manually. If a different staff member checks it first by hand, that attribution stays.

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Customize Your Calendar