In this section, you’ll learn the day-to-day essentials for handling appointments – from booking new ones to updating statuses, copying, rescheduling, or canceling as needed.
Before you start, ensure the scheduler shows a day with at least one active calendar and working shift – otherwise, no time slots will appear.
This covers the core operations once your calendars are set up—keeping your schedule accurate and clients informed.
Book an Appointment
Booking appointments is straightforward once your calendars and sessions are set up—available slots make it easy to get clients scheduled quickly.
- In the scheduler, click an available time slot (white cell) on the desired calendar.
- Choose a Session from the drop-down.
Tip: Only sessions that match the calendar’s discipline and location will appear. - Select a Case File.
Tip: Search by case file name or number. Once selected, you’ll see the client’s contact info, upcoming appointments, last visit details, and current case file balance – handy for quick reference! - (Optional) Adjust the Start Time if needed, or add a Note (e.g., special instructions or client requests).
- Click Book to confirm and schedule the appointment.
Tip: If no white slots appear, check that shifts are set for that day and calendar.
Note: Booking automatically reserves the full session duration. Overlaps are allowed when booking internally (e.g., by office admins), but not for client self-bookings via the online page.
Perfect! Your appointment is now on the calendar, and any enabled notifications will go out automatically.
Update Appointment Status
Appointment statuses help track where each client visit stands – from initial booking to completion or cancellation. Updating them keeps your schedule accurate, triggers the right actions (like auto-charges), and gives clear reports.
Here’s what each status means:
- Booked: The appointment is scheduled but not yet confirmed by the client.
- Confirmed: The client has confirmed attendance.
- Arrived: The client has checked in. For sessions with linked billing items, the system prompts you to acknowledge and add the charges to the case file.
- Canceled: The appointment was canceled.
- No show: The client did not attend.
To change status: Simply click the status drop-down on the appointment panel and select the new one.
Note: Available options depend on the current status – some transitions are restricted to maintain accurate history.
When you move an appointment, the original is automatically set to Rebooked before the new one is created.
Appointment Status Bar
Below the scheduler grid, you’ll see a summary bar showing total booked appointments for the day, plus a breakdown by status (Confirmed, Arrived, No show, Canceled, Rebooked).
These numbers double as toggle buttons:
- Click any status count to hide or show those appointments in the grid.
- By default: Confirmed, Arrived, and No show are visible; Canceled and Rebooked are hidden.
Tip: Use the toggles to declutter busy days – hide Canceled/Rebooked to focus on active visits, or show them for reviews.
Awesome! Keeping statuses current ensures smooth operations, accurate billing, and reliable reporting.
Change Appointment Session and Add Alert & Memo Notes
Sometimes the original session no longer fits—maybe the client needs a longer assessment or a different type of visit. Changing the session (and adding alerts or memos) is quick and keeps everything accurate.
- In the scheduler, select an appointment in Booked or Confirmed status.
- In the Session and Time card, click Change session.
- Select the new Session from the drop-down list.
Tip: Only sessions that match the calendar’s discipline and location will appear. - (Optional) Add an Alert (visible to staff) or Memo (private note for internal reference).
- Click Save.
Note: Changing the session updates the duration and any linked billing items for future charges. Existing charges (if already added) remain unchanged.
Tip: Use alerts for things like “Client prefers ground-floor room” so the team sees it at a glance.
Delete an Appointment
Deleting removes an appointment permanently – use this carefully for bookings that need to be completely erased (e.g., entered by mistake).
- In the scheduler, select an appointment in Booked status.
- In the appointment panel, click Options > Delete.
- Type DELETE (all capitals) in the confirmation field.
- Click Confirm.
The appointment is now removed, and the scheduler remains open with the time slot available again.
Tip: For appointments that are no longer needed but already confirmed or arrived, change the status to Canceled or No show instead – this preserves history for reporting.
Note: Deleted appointments cannot be recovered, and any linked notifications (if sent) remain in email records.
Find an Available Time Slot
On busy days with multiple providers and tight schedules, spotting an open slot can be tricky. The Find time slot feature highlights availability across all calendars at once – making it quick to find and book that perfect opening for your client.
- In the scheduler’s left panel, just below the calendar list, expand the Find time slot option.
- Select the desired Session (e.g., your 30-minute massage session).
Tip: Only sessions compatible with the visible calendars will show here. - The system now highlights available slots in orange across all calendars – drawing your eye right to the openings.
- Click the highlighted time slot you want.
- Proceed with booking as usual (select case file, add notes if needed, then Book).
Tip: This works best when multiple calendars are visible – toggle them on in the left panel for a broader view.
Note: Highlights update in real-time based on the selected session’s duration and calendar disciplines.
Nice work – this feature saves time on busy days and makes booking clients quicker.