Rebooking, Copying, and Scheduling Repeat Appointments

Need to shift a single appointment, add an occasional extra visit, or set up a series of regular sessions? These tools – Copy, Move, and Repeat – let you adjust your schedule quickly without losing details or starting from scratch.

They work directly from the scheduler and handle notifications automatically when you choose.

Copy an Appointment to Another Day

Copying lets you quickly duplicate an existing appointment to a new date or time – handy for one-off extras or similar sessions without re-entering details.

Important: Appointments can be copied only to calendars that support the same professional discipline as the original session. The system allows copying appointments in any status.

1. In the scheduler, select the appointment you want to duplicate.
2. Click Options > Copy.
3. Navigate to the destination date.
4. Click an available time slot (white cell) on a compatible calendar.
5. Click Confirm.

Tip: Check the Send new booking notification box before confirming – this ensures the client receives details about the new appointment.

Note: The original appointment remains unchanged. A brand-new appointment is created in the selected slot, with its own status and notifications. (For ongoing patterns, see the Repeat feature in another section below.)

Move an Appointment

The Move feature lets you quickly rebook an appointment to a new time – either later the same day or on a different date – while keeping everything tied to the original booking.

Important: Only appointments in Booked status can be moved. The system prevents moving appointments in any other status.

1. In the scheduler, select an appointment showing Booked status.
2. Click Options > Move.
3. Navigate to the desired date in the calendar.
4. Click an available time slot (white cell) on the target calendar.
5. Click Reschedule.

Tip: Check the Send reschedule notification box before confirming – this ensures the client gets an updated email about the change.

Note: The original appointment is automatically marked as Rebooked (visible in audit trails and reports), and a new appointment is created in the selected slot. Overlaps are allowed for internal moves. Rebooked and Canceled appointments are hidden by default. Use the status bar below the scheduler grid to toggle visibility for appointments in Confirmed, Arrived, No show, Canceled, and Rebooked states on and off.

Repeat an Appointment

When a client needs regular visits – like twice a week for the next month – the Repeat feature lets you set up multiple future appointments in one go, saving you from booking each one manually.

1. In the scheduler, select the existing appointment you want to repeat (it can be in any status).
2. In the appointment panel, click Options > Repeat.
   Set up the pattern:
   • Choose how often to repeat (Repeat every N weeks).
   • Check the days of the week for the appointments.
   • Enter the number of weeks to continue the pattern.
3. Click Check availability. The side panel titled Schedule recurrence will list all proposed future bookings.
4. Review the list for any conflicts (overlaps or unavailable slots). Resolve them by adjusting the pattern if needed, then click Book N visits (where N is the number of new appointments).

The system returns to the original appointment panel – your recurring series is now booked!

Tip: Start with a realistic pattern to minimize conflicts. If many slots are unavailable, try a less frequent schedule or different days.

Note: Only available time slots will be booked – any conflicting dates are skipped or highlighted for you to resolve. Each new appointment gets its own notifications if enabled.

Done! Setting up repeats keeps treatment plans on track with minimal effort.