The calendar remembers how you like to work. Most of this lives in the ⋯ menu at the top right of Schedule → Calendar (on a computer).
Calendar preferences
⋯ → Calendar preferences opens a small window:
| Setting | What it does | Starts as |
|---|---|---|
| Default view | Day, Week or Month: the view the calendar opens in each time you load it | Day |
| Visible hours | Trims the Day and Week grids to your working hours, for example 7:00 AM to 7:00 PM | The whole day |
| Show availability | Shades hours when a provider isn't working | On |
| Hide cancelled appointments | Keeps cancellations off the calendar | Off |
Changes apply as you make them. Click Done to close, or Back to defaults to reset.
Quick switches in the ⋯ menu
- Privacy: hides patient names on screen. A Privacy on pill shows in the toolbar; click it to show names again.
- Show availability: the same switch as in Calendar preferences.
- Hide avatars: swaps the photo or initials on each card for a color strip, for a compact view.
- Block color: color the cards by Status, Service code or Clinician. Customize colors opens Settings → Services (for service colors) or the Providers page (for clinician colors). Status colors are fixed.
Your preferences, Privacy and your filters are saved in this browser. Another computer starts from the defaults.
Filter what you see
- All clinicians: tick the providers to show. The pill then reads, for example, "2 clinicians".
- More filters: Status (Confirmed, Pending, Cancelled, Completed) and Service Type.
- Location (on accounts with more than one): show one location or several.
- Clear all in either list resets that list.
Your filter picks are remembered for you in this browser, and picks for another location's providers come back when you switch to it.
Reorder the provider columns
Open All clinicians. Under Providers it says Drag to reorder columns: drag a provider by its handle. The Day view's columns follow the new order. The order is yours, saved to your login, so it follows you to other computers and doesn't change your teammates' calendars.
Keyboard shortcuts
| Key | Does |
|---|---|
| T | Jump to today |
| N | New appointment |
| D / W / M | Day, Week or Month view |
| ← / → | Back or forward a day, week or month |
| Esc | Clear the selected appointment |
Shortcuts are off while you type in a box or while a dialog (or a note opened over the calendar) is open.
Right-click an empty slot
Right-click empty calendar space for a menu headed with the day, time and provider:
- New appointment
- New group session (see Group sessions)
- Block time: an Event that reserves the time so nothing can be booked into it, such as a staff meeting
- Out of office (Out of office all day on a Month view day or a Week view day heading; see Mark a provider out of office)
- Fill from waitlist (see Manage your waitlist)
Each opens New appointment on the right tab with the day, time and provider filled in.
Right-click an appointment
- Edit Appointment and Reschedule
- Manage clients (a group session)
- Make this a video visit turns it into a video visit and opens the video page; on a video visit it reads Start video visit, with Copy video link and Send video link. These show when video visits are on your plan. See Run a video visit.
- Confirm Appointment and Send Reminder (sends the reminder now; at night it waits for the client's 8am)
- Call Patient and Email Patient (when there's a phone number or email)
- Cancel Appointment and Delete Appointment
On a phone, press and hold an appointment for the same menu, and swipe left or right to change the day.
Extras in the appointment editor
Click an appointment to open it:
- Call, Text and Email under the client's name. Text opens New text message with quick starts (Confirm appt, Running late, Reschedule) and room for 480 characters. Email needs a subject and a message. If texting or email isn't set up yet, the window says so ("Texting isn't enabled yet" or "Email isn't set up yet") with Enable SMS or Set up email. For a group, use Manage clients instead.
- Practice memo: click Add memo for a short team note on this visit, up to 280 characters ("Short memo (e.g. bring X-rays)"). It shows when you hover the visit in Month view. Clients never see it.
- Notes → This appointment: longer notes about the visit.
- Video visit switch, and Start video visit on a video visit.
- ⋯ → Duplicate appointment: opens New appointment with the same client, service, provider, length and notes, so you only pick the new date and time.
- ⋯ → Delete appointment, and Cancel appt. at the bottom left.
Click Save changes to keep edits. For a visit in a series, see Book and change repeating visits.