Appointments or Events on the Calendar (Schedule Tab)

How to Create Appointments or Events on the Calendar

Purpose -The Calendar feature provides a clear, visual way to view schedules, appointments, and events by day, week, or month. This allows staff and clients to quickly identify available times, assigned providers, and currently scheduled events and/or appointments, upcoming services.

Prerequisite

Before creating a Calendar, ensure the following are set up in the Settings and Schedules sections:

1. Location – The service location must be created in the system
2. Provider Hours – Provider availability must be configured
3. Appointment Types – The appointment or event types must be created and saved
4. Schedules – A schedule must already exist in order for appointments/events to display on the calendar.

⚠️ Important: This setup is not bi-directional. Information must first be entered in the Settings and Schedules sections in order for it to display correctly in the Calendar.

⚠️Appointment & Event links are not available for use at this time. This functionality is currently under development and will be released in a future update.

⚠️Filter, this functionality is currently under development and will be released in a future update.

Steps to Schedule Appointment or Event 

1. Open Schedule, from the main menu on the left, click Schedule
2. Switch to the Schedules Tab, at the top of the page, you will see two options:

• Calendar
• Schedules

1. Click Calendar to create and view appointments

To Schedule an Appointment

• Locate and click on Create in the top-right corner
• Click on Appointment
• Client. select from the drop down menu of names 
• Schedule, select from the drop down menu of schedule names
• Appointment Type, choose from the drop down menu of Appointment types
• Select Provider, choose one provider form the drop down menu
  • ⚠️If Any Provider is selected, the system will automatically assign the appointment to an available provider.

• Start Time - click in the field and a calendar will open
  • If a match is found, a list of available times for that day will appear (e.g., 09:00 AM, 10:00 AM, 11:00 AM, 01:00 PM, etc.)
  • If no slots are available, the system will display: “Provider has no available slots for this day.”
  • ⚠️If you see the message “Provider has no available slots for this day”, and is not working as planned, check that:

• The provider has availability set up in Provider Hours
• The appointment type is linked to the correct schedule
  • The day selected matches the schedule configuration

• Click on the desired time and then select Save
• Once all details are entered, click Add to save your updates

To Schedule an Event

• Locate and click on Create in the top-right corner
• Click on Event
• Scheduling Model, choose from the drop down menu of Events
• Event Type – Choose from the drop-down menu
  • Once selected, the system will automatically display the details associated with that event that were previously created in the Settings section.  These details are preselected and may include:
  • Duration
  • Buffer Before/After
  • Type (e.g., Primary Care)
  • Location
  • Assigned Providers
  • Maximum Attendees

• Start Time - click in the field and a calendar will open
  • If a match is found, a list of available times for that day will appear (e.g., 09:00 AM, 10:00 AM, 11:00 AM, 01:00 PM, etc.)
  • If no slots are available, the system will display: “Provider has no available slots for this day.”
  • ⚠️If you see the message “Provider has no available slots for this day”, and is not working as planned, check that:

• The provider has availability set up in Provider Hours
• The appointment type is linked to the correct schedule
  • The day selected matches the schedule configuration

• Click on the desired time and then select Save
• Once all details are entered, click Add to save your updates