Book an appointment

Appointments are booked from the schedule: click a free time and choose New appointment. To do that you need the Book appointments permission. See the permissions.

The client's details

In the Client tab you look for the person among your clients. If it is their first visit, fill in their ID document, Name and Last name, and they are saved in your clients. The name and last name are required.

In Contact information you enter their Email and their Mobile. With those details they can receive the appointment's notices and reminders.

Medical If you work with coverages, choose the appointment's Coverage and the Member number. Only the coverages the schedule accepts appear.

Professional, service and procedure

In the More tab you choose the Professional who sees the client and the Service, among the ones the schedule has, and the Procedure Medical for that service. If the service or the procedure has its own length, the appointment takes it. That is also where the Notes go, which you see in the schedule when you hover the mouse over the appointment.

If the procedure has Instructions, they are printed on the receipt.

Choose the time

The appointment takes the time you clicked, but you can change it: choose a day, look at its Available times and select another one. Each time shows its Length in minutes, which you can also change.

In a new appointment you can select several times: you can choose more than one and an appointment is booked for each, all for the same client. From each time's menu:

• Make recurring: repeats that day and time. You enter the Number of appointments and how many weeks apart it repeats in Repeat every - weeks, and select Apply.
• Delete: removes it from the selection.

Availability is only checked when you save. If a time is already taken, or the schedule doesn't work at that time, or the appointment doesn't fit in the free time, you see a notice with the times you need to change.

A new appointment is Assigned. See appointment states.

More than one appointment at the same time

If the time slot has Capacity for more than one person, each place is taken by a different appointment. When the places run out, the time is no longer available.

To see someone else at a time that is already taken, click the appointment and choose New overbooked appointment. An overbooked appointment doesn't take up a place: you can book it even if the time is full, but not over an event, such as a leave or a meeting.

A client can't have two overlapping appointments in the same schedule. If they already have one at that time, you see the notice "This person already has an appointment in this schedule at the following times". Overbooked appointments don't count: with New overbooked appointment you can give them another appointment at the same time.

Move an appointment

Click the appointment and choose Edit. Choose the new day and time and save. To save the change you need the Edit appointments permission. The new time must be free and within the schedule's hours: if it is taken, the schedule doesn't work at that time or your client already has another appointment then, you see the same notice as when booking it. Your client may receive an email with the new time.

When you edit an appointment already booked, its contact details are not changed there: at the top you see the client's name with View record. If the appointment's details don't match the ones in the client's record, Update record appears so you can copy the appointment's details to the client's record. See the client's record.

Print the receipt

The Appointment receipt has the date and time, the client, the professional, the coverage, the procedure and its instructions. If you gave several appointments together, the receipt lists them all.

• When you book the appointment, on the Save button choose Save and print or Save and download.
• With an appointment already booked, open it with Edit and use Print or Download.

At the bottom of the receipt goes the schedule's or your account's Highlighted message for appointment reminders, if you added one. If not, a note depending on the appointment's state.