Skip to main content

Appointments and Scheduling

Learn how to schedule, and reschedule, an appointment, including recurring appointments.

Updated over 2 months ago

Appointments can be scheduled from three places:

  1. The patient profile

  2. The client profile

  3. The appointment schedule


Take a Look


Creating an Appointment

Scheduling from the Patient Profile

  1. Navigate to the Patient profile. From here, you'll have access to helpful context such as upcoming reminders and patient alerts which can be useful when scheduling directly from the profile

  2. Click the + button in the Upcoming Appointments box. This will bring you to the Appointments Schedule.

  3. Select a time slot on the schedule

  4. Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.

  5. Adjust Email and SMS reminders, if needed

  6. Click Save to schedule the appointment


Scheduling from the Client Profile

  1. Navigate to the Client Profile.

  2. Click the + button in the Upcoming Appointments box (under the Patients section). This will bring you to the Appointments Schedule.

  3. Select a time slot on the schedule

  4. Select the Patient from the dropdown or + New Patient. Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.

  5. Adjust Email and SMS reminders, if needed

  6. Click Save to schedule the appointment


Adding an Appointment Directly to the Schedule

  1. Navigate to the Schedule, then click + Add Appt or select a time slot

  2. Select the Client and Patients from the dropdown menus

    • To create a new client and/or patient, click + New Client and/or + New Patient.

    1. You can also create an appointment without assigning a client or patient. This is useful for adding a placeholder for a new client until they arrive

  3. Enter the Reason for Visit and select the Appointment Type. Confirm details including Date & Time, Provider, and Duration are correct.

  4. Adjust Email and SMS reminders, if needed

  5. Click Save to schedule the appointment


Rescheduling Appointments

Appointments can be rescheduled from the Patient Profile, Client Profile, or directly from the Appointment Schedule. If in use, appointments can also be rescheduled from the Appointment Request dashboard.

  1. Locate the scheduled appointment - either under Upcoming Appointments (on the patient or client profile) or directly on the schedule. Once selected, you'll see the option to Reschedule

  2. After clicking Reschedule, you can drag and drop the appointment to a different time slot and/or manually assign it to a different provider

    • If the appointment type is not changed during rescheduling, the original duration will carry over to the new appointment

    • However, if the appointment type is updated - either because the new provider does not support the original type or it has been manually changed - the default duration set for the new appointment type will apply instead.

  3. Press Next and then Confirm to complete rescheduling the appointment


Recurring Appointments

When scheduling or editing an appointment, you can choose to make it recurring. Recurring appointments can be set to repeat daily, weekly, bi-weekly, monthly, or annually.

  1. From the appointment window, click the Recurring dropdown menu and select how often you'd like the appointment to occur

  2. Choose the day(s) of the week the appointment should recur

  3. Set when the recurring appointment should end by entering the number of occurrences (up to a maximum of 100)

  4. Click Save

Editing a Recurring Appointment

When editing a recurring appointment, you’ll be prompted to confirm whether your changes should apply to:

  • This appointment only

  • This and future appointments

  • All appointments in the series


Appointment Notifications

Scheduled appointments automatically trigger email and SMS (text) notifications based on your Admin settings. Notification rules can be customized by appointment type, allowing certain types to be enabled or disabled for automatic notifications.

Additionally, individual clients can have default preferences set for receiving notifications - these settings will apply regardless of the appointment type configuration.

If needed, you can always override the defaults by adjusting the Email and SMS toggles as you schedule an appointment.


Automatic Forms

Appointment types can be linked to form templates when editing/creating Forms. This way when a new appointment is created, it will automatically email the client any corresponding forms that need to be completed before the appointment.

The 'Send forms via email' toggle can be turned off on an individual appointment if needed.

Did this answer your question?