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Navigation: Go to Settings > Calendar Appearance to access these settings.
Control the visual style of appointments on your calendar. You can change how each appointment status is displayed and add icons that highlight important details at a glance — like whether a patient paid a booking fee, completed their forms, or was scheduled by AI.

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Appointment Status Styles

Each appointment status can have its own visual style on the calendar. This helps your team quickly tell the difference between confirmed, pending, cancelled, and other appointment states just by looking at the calendar. The available statuses are:
StatusDescription
ReservedA time slot has been held for the patient, but the booking fee has not been paid.
PendingThe appointment is scheduled but has not been confirmed by the patient.
ConfirmedThe patient has confirmed the appointment.
CompletedThe appointment is finished.
No-showThe patient did not show up for their appointment.
CancelledThe appointment has been cancelled.

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Style Variants

For each status, choose one of three visual styles:
  • White — A white bar along the left edge of the appointment block.
  • Translucent — A semi-transparent background using the service color.
  • Opaque — A solid, fully colored background using the service color.
A live preview appears next to each status so you can see how it will look on the calendar before saving.

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Change Status Styles

1

Open Calendar Appearance

Go to Settings > Calendar Appearance.
2

Choose a Style for Each Status

Under Appointment Status Styles, click White, Translucent, or Opaque for each status. The preview on the right updates immediately.
3

Save Your Changes

Click Save changes at the top of the section. The button is disabled when there are no unsaved changes.

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Calendar Color

Choose whether appointments are colored by their service or by the assigned provider, then set the color for each one. This only changes which color fills an appointment block — the status styles above still apply on top of it. Under Calendar Color, pick one of two modes:
  • By service — each appointment uses its service’s configured color. This is the default.
  • By provider — each appointment uses the assigned provider’s color. Providers without a set color get an automatic one.
Below the mode, a list shows every service (or provider, depending on the mode) with a color swatch. Click a swatch to open the color picker and choose a new color. Changes save as soon as you pick.
Editing service colors requires the Services permission; editing provider colors requires the Users permission. If you can change the mode but not the individual swatches, your role is missing the matching permission.

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Appointment Icons

Appointment icons are small visual markers that appear on calendar events. They give your team a quick way to see important information without opening the appointment — such as whether the patient is new, checked in, or booked online. The available icon types are:
Icon TypeWhat It Means
Booking Fee PaidThe patient has paid the booking fee.
New PatientThis is the patient’s first appointment.
Scheduled by AIThe appointment was booked by an AI assistant.
Form CompletedThe patient has completed their required forms.
Form Not CompletedThe patient has not completed their required forms.
Checked InThe patient has checked in for the appointment.
Online BookingThe patient scheduled the appointment themselves online.
Provider RequestedThe patient specifically requested this provider when self-scheduling.
Each icon type can only be used once. Once every type is configured, the Add Icon button is disabled.

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Add an Icon

1

Open Calendar Appearance

Go to Settings > Calendar Appearance and scroll down to Appointment Icons.
2

Click Add Icon

Click the Add Icon button in the top right of the icons section.
3

Select an Event Type

Choose the event type from the list. Types that already have an icon are grayed out.
4

Choose an Icon Display

Click the icon display button to pick how the icon looks. You can choose either:
  • Color — A colored circle. Use the color picker to select any color.
  • Emoji — An emoji from the built-in categories (Status, Documents, People, Actions, Medical).
Picking a color clears any selected emoji, and picking an emoji clears the color.
5

Save

Click Create Icon. The new icon immediately appears in the list and on matching calendar events.

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Edit an Icon

  1. In the Appointment Icons section, click the edit button (pencil icon) next to the icon you want to change.
  2. Update the color or emoji. The event type cannot be changed after creation.
  3. Click Save Changes.

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Delete an Icon

  1. Click the delete button (trash icon) next to the icon you want to remove.
  2. Confirm the deletion when prompted. This removes the icon from all calendar events of that type.

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Calendar View Presets

Calendar view presets are saved combinations of providers, teams, locations, and other calendar filters. Once you save a preset, anyone in your organization can switch to it from the calendar to instantly load that view. Each preset can include:
  • A name that appears in the calendar’s preset menu.
  • One or more providers, listed individually or pulled in through teams.
  • One or more teams (when teams exist). Each team shows its member count.
  • One or more locations. Leave blank to include all locations.
  • Optional filters for event types and event statuses. Leave blank to show everything.
  • A default view mode (for example, Day or Week), or “No preference” to use the user’s current view.
  • Only Active Providers — when on, the preset hides providers who do not have shifts on the day being viewed.
  • Show Working Hours — when on, shifts are drawn as background highlights on the calendar.

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Add a Preset

1

Open Calendar Appearance

Go to Settings > Calendar Appearance and scroll to Calendar View Presets.
2

Click Add Preset

Click the Add Preset button in the top right of the section. A dialog opens.
3

Name the Preset

Enter a name (for example, “Morning Team” or “All Injectors”). This is required.
4

Pick Providers and Teams

Use the Providers picker to choose individual providers. If your organization has teams, use the Teams multi-select to add every member of a team in one step.
5

Set Filters and Defaults

Optionally choose locations, event types, event statuses, a view mode, and toggle Only Active Providers or Show Working Hours.
6

Save

Click Create. The preset appears in the list and is available to your whole organization.

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Edit a Preset

  1. In the Calendar View Presets list, click anywhere on the preset row, or click the pencil icon that appears on hover.
  2. Update any field in the dialog.
  3. Click Save.

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Delete a Preset

  1. Hover over the preset and click the trash icon.
  2. Confirm the deletion when prompted. The preset is removed for everyone in your organization.