Deleting & Recovering Events

Understanding Delete vs. Cancel

Before deleting any event, it’s crucial to understand the difference between deleting and cancelling an appointment.

Delete

Deleting an event means:

• The appointment was created by mistake
• The event should never have existed
• It removes the appointment from the calendar entirely
• No record is kept for tracking purposes
• It disappears from normal calendar views

Cancel

Cancelling an event means:

• The appointment was valid when created
• The patient cancelled it
• The event stays in the calendar
• Status is marked as “Cancelled”
• A record is maintained for reporting and analytics

Danger

Critical Decision: Before deleting, ask yourself - was this appointment created by mistake, or did the patient cancel? Use Delete only for mistakes. Use Cancel for actual patient cancellations.

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When to Delete an Event

Delete an event only in these situations:

Appropriate Reasons to Delete

• Duplicate booking - The same appointment was accidentally created twice
• Wrong patient - Event was booked for the wrong person by mistake
• Wrong date/time - Appointment was created at wrong time and needs to be recreated
• Test event - You were testing the system and created a placeholder
• Data entry error - Event was created entirely by mistake

When NOT to Delete

Do not delete an event if:

• Patient called to cancel - Use Cancel status instead
• Patient rescheduled - Use Reschedule feature instead
• Patient didn’t show up - Use No-Show status instead
• Appointment is completed - Use Completed status instead

Caution

Important: Deleting removes the appointment from your records. If you want to track cancellations, no-shows, or rescheduled appointments, use the status dropdown instead of deleting.

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How to Delete an Event

There are two ways to delete an event from your calendar.

Method 1: From the Event Card

1. Click on the calendar icon to open your calendar
2. Find the event you want to delete
3. Click on the event once to open the event card
4. At the top right of the event card, click the trash can icon
5. Confirm the deletion if prompted
6. The event is removed from the calendar

Method 2: From the Event Editor Panel

1. Click on the event once to open the event card
2. Click the pencil icon (edit) at the top right
3. The event editor panel opens on the right side
4. Click the delete button at the bottom of the panel
5. Confirm the deletion if prompted
6. The event is removed from the calendar

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What Happens When You Delete

When you delete an event:

1. The event disappears from the calendar view immediately
2. It cannot be seen in normal calendar browsing
3. It does not appear in standard searches (unless you enable “Include Deleted Events”)
4. The event is not permanently removed - it’s marked as deleted
5. It can be recovered using calendar search

Note

Deleted events aren’t permanently erased - they’re marked as deleted and hidden from view. This allows you to recover them if needed.

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Recovering Deleted Events

If you accidentally deleted an event, you can recover it using calendar search.

Tip

Good News: Deleted events can be recovered! Calendar search is the only way to find and restore deleted appointments.

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Step-by-Step: How to Recover a Deleted Event

Follow these steps to find and restore a deleted appointment:

Step 1: Open Calendar Search

1. Click the calendar icon at the top right of your screen
2. Your calendar view opens
3. Click the magnifying glass button at the top right
4. The calendar search bar appears

Step 2: Enable Deleted Events Filter

1. Click “Advanced Search” below the search bar
2. Advanced search filters appear
3. Check the box for “Include Deleted Events”
4. This filter is essential - deleted events won’t appear without it

Caution

The Include Deleted Events checkbox must be enabled to find deleted appointments. This is the only way to see events that have been deleted from your calendar.

Step 3: Search for the Event

1. Type search terms to find the deleted event:
   • Patient name
   • Practitioner name
   • Date range
   • Event type
2. Apply additional filters if needed (practitioner, date range, etc.)
3. Click Search or press Enter

Step 4: Find the Deleted Event in Results

Search results will show all matching events, including deleted ones:

• Look for events with “Deleted” status
• Check the date and time to identify the right event
• Verify the patient name and practitioner
• Click on the deleted event to select it

Step 5: Restore the Event

1. The event details panel opens on the right side
2. You’ll see the status shows “Deleted”
3. Click the status dropdown where it says “Deleted”
4. Select a new status (usually “Pending” to restore it)
5. The event is immediately restored to the calendar

Tip

Tip: Simply changing the status from Deleted to Pending (or any other status) brings the event back to your calendar instantly.

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Recovering Events: Complete Workflow

Here’s the complete workflow in one place:

1. Open Calendar → Click calendar icon
2. Open Search → Click magnifying glass button
3. Advanced Search → Click “Advanced Search” link
4. Enable Filter → Check “Include Deleted Events”
5. Search → Enter patient name or other search terms
6. Find Event → Look for event with “Deleted” status
7. Click Event → Opens event details panel
8. Change Status → Click status dropdown, select “Pending”
9. Event Restored → Appointment appears back in calendar

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After Recovering an Event

Once you’ve restored a deleted event:

Verify the Event Details

• Check the date and time are correct
• Verify patient information is accurate
• Confirm practitioner assignment is right
• Review any description notes

Notify the Patient (If Needed)

If the patient should be informed:

1. Click “Save and Send” in the event editor panel, or click send confirmation from the event card which pops up when you click the event once in the calendar.
2. Patient receives confirmation with appointment details
3. Any intake forms or custom emails are sent

Make Any Necessary Edits

While the event details panel is open:

• Update any information that needs changing
• Add notes about the deletion/recovery
• Adjust date/time if needed
• Click Save when done

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Common Recovery Scenarios

Accidentally Deleted Today’s Appointment

1. Open calendar search
2. Click Advanced Search
3. Check “Include Deleted Events”
4. Set date range to today
5. Find and restore the event

Deleted Wrong Patient’s Appointment

1. Open calendar search
2. Enable “Include Deleted Events”
3. Search by patient name
4. Find the deleted appointment
5. Change status to “Pending”

Deleted Event from Last Week

1. Open calendar search
2. Advanced Search → Include Deleted Events
3. Set date range to last week
4. Search by practitioner or patient
5. Restore the event

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Delete vs. Cancel: Quick Reference

Scenario	Action	Why
Patient called to cancel	Cancel Status	Track cancellations for reporting
Duplicate booking	Delete	Remove the mistake
Patient no-show	No-Show Status	Track attendance patterns
Booked wrong patient	Delete	Correct the error
Patient rescheduled	Reschedule Feature	Automatic tracking
Test/practice booking	Delete	Remove test data
Appointment completed	Completed Status	Maintain visit history
Wrong date/time	Delete & Rebook	Fix the mistake

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Troubleshooting

Can’t Find the Deleted Event

If you can’t find a deleted event in search:

• Verify “Include Deleted Events” is checked
• Expand date range to cover more time
• Try different search terms (patient name, practitioner, etc.)
• Check spelling of patient or practitioner names
• Search with partial names (first name only)

Event Won’t Restore

If changing the status doesn’t restore the event:

• Ensure you selected a valid status (Pending, Confirmed, etc.)
• Click Save after changing the status
• Refresh the calendar view
• Try reopening the event from search results

Restored Event in Wrong Place

If the restored event appears at the wrong time:

• Click on the event to open event editor
• Edit the date/time manually
• Or drag and drop to the correct time
• Click Save to update

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Summary

Remember these key points:

1. Delete is for mistakes - Use when appointment shouldn’t exist
2. Cancel is for patient cancellations - Use to track cancellations
3. Deleted events can be recovered - Use calendar search with “Include Deleted Events”
4. Recovery is simple - Just change status from Deleted to Pending
5. Always double-check - Verify before deleting any event

Tip

Key Takeaway: Think before you delete. Most of the time, you should be using Cancel status or Reschedule feature instead of actually deleting the event.