Editing Events

Common Event Edits

You can edit many aspects of an event depending on your needs:

• Status changes - Mark appointments as cancelled, no-show, confirmed, etc.
• Time changes - Move appointments to different dates or times
• Practitioner changes - Reassign appointments to different practitioners
• Location changes - Update office or room assignments
• Patient details - Modify patient information or contact preferences
• Event descriptions - Add internal notes about the appointment

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Opening the Calendar

To edit any event, start by accessing your calendar:

1. Click the calendar icon at the top right of the screen
2. Browse the calendar to find the event you want to edit
3. Click on the event once to open the event card

Note

The calendar is the central hub for all event editing. All editing options are accessible directly from the calendar interface.

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The Event Card

When you click on an event once, an event card appears, hovering above the event in the calendar. This card displays quick information and provides fast-access editing tools.

What You See on the Event Card

The event card shows:

• Patient name and contact information
• Practitioner assigned to the appointment
• Appointment date and time
• Event type and duration
• Current status

Quick Actions Available

The event card provides several quick editing options without opening the full editor:

Action	What It Does
Status Dropdown	Change appointment status (pending, confirmed, cancelled, no-show, etc.)
Reschedule Event	Move appointment to a new time and mark original as rescheduled
Rebook Event	Create a copy of the appointment at a new time
Edit Icon (Pencil)	Open the full event editor panel
Delete Icon (Trash)	Remove the appointment from the calendar
More Options (3 dots)	Access additional actions like check-in, send confirmation, etc.

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Quick Status Changes

To quickly change an event’s status:

1. Click on the event once to open the event card
2. Click the status dropdown
3. Select the new status (Cancelled, No-Show, Confirmed, etc.)
4. The status updates immediately

Tip

Tip: Use the status dropdown on the event card for quick status updates without opening the full event editor.

Common Status Changes

Status	When to Use
Cancelled	Patient cancelled the appointment
No-Show	Patient didn’t attend
Confirmed	Patient confirmed they will attend
Completed	Appointment finished successfully
Rescheduled	Automatically set when using Reschedule feature

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Reschedule Event

Use Reschedule Event when a patient cannot attend and needs to move their appointment to a different time.

How Rescheduling Works

1. Click on the event once to open the event card
2. Click “Reschedule Event” button
3. The event editor panel opens on the right side
4. Navigate the calendar to find the new date/time
5. Click where you want the new event to appear
6. The system creates a copy at the new time and marks the original as “Rescheduled”

Note

When you reschedule, the system automatically marks the old appointment as Rescheduled and creates a new appointment marked as Pending.

Navigating to Different Weeks

If you need to reschedule to a different week or month:

1. Use the arrow buttons at the top of the calendar
2. Navigate forward or backward between weeks or days
3. Click on the new time slot when you find it
4. The appointment will be copied to that location

Sending Confirmation After Rescheduling

After rescheduling, the event editor panel appears with the new appointment details:

1. At the bottom, you’ll see Save and Save and Send buttons
2. Click “Save and Send” to notify the patient of the new appointment time
3. The patient will receive a confirmation email/text with the updated date and time

Caution

The Reschedule feature opens the new event panel as if creating a new event because that’s exactly what it does - it creates a copy of the original appointment.

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Rebook Event

Use Rebook Event when the patient attended (or will attend) their appointment and you want to book another similar appointment in the future.

How Rebooking Works

1. Click on the event once to open the event card
2. Click “Rebook Event” button
3. Select the new date/time in the calendar
4. A copy of the appointment is created at the new time
5. The original appointment remains unchanged

Reschedule vs. Rebook

Feature	Reschedule	Rebook
Creates copy	✓ Yes	✓ Yes
Marks original as “Rescheduled”	✓ Yes	✗ No
Keeps original appointment	✗ No (marked rescheduled)	✓ Yes (unchanged)
Use case	Patient can’t attend, moving appointment	Patient needs follow-up appointment

Note

Use Reschedule when the patient cannot attend the current appointment. Use Rebook when booking a follow-up or repeat appointment.

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Event Card Icons

At the top right of the event card, you’ll see three icons:

Edit Icon (Pencil)

Click the pencil icon to open the full event editor panel with advanced editing options.

Delete Icon (Trash Can)

Click the trash icon to delete the appointment from the calendar.

Danger

Important: Deleting an appointment is different from cancelling it. Delete means the appointment was a mistake and should never have existed. Cancel means the appointment was valid but the patient cancelled it.

More Options (Three Dots)

Click the three dots to access additional actions:

1. Check-in - Mark the appointment as checked in
2. Cancel Appointment - Cancel the appointment and mark as cancelled
3. Send Confirmation - Send confirmation email/text to patient
4. Send Reminder - Send reminder email/text to patient
5. Open Patient Workspace - Navigate to the patient’s workspace
6. Open New Smart Chart - Start charting for the patient

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Delete vs. Cancel

Understanding the difference is critical:

Delete (Trash Icon)

• Removes the appointment from the calendar entirely
• Use when: The appointment was created by mistake
• Use when: The event should never have been booked
• No record is kept for tracking purposes

Cancel (Three Dots Menu)

• Keeps the appointment in the calendar
• Marks status as “Cancelled”
• Use when: Patient cancelled their appointment
• Use when: You want to track cancellations
• Maintains a record for reporting and analytics

Caution

Be careful: Before deleting an appointment, ask yourself - was this a mistake, or did the patient cancel? Use delete only for mistakes, use cancel for actual cancellations.

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Full Event Editor Panel

To access all editing options, click the pencil icon (edit) on the event card. This opens the event editor panel on the right side of the screen.

What You Can Edit

The event editor panel allows you to change:

Field	What You Can Change
Practitioner	Assign the appointment to a different practitioner
Patient	Change which patient the appointment is for
Phone Number	Update patient contact information
Text Message Notices	Toggle SMS notifications on/off
Event Type	Change the type of appointment
Office	Move appointment to a different office location
Room	Assign to a specific room
Date and Time	Manually adjust when the appointment occurs
Status	Change appointment status
Description	Add internal notes (not visible to patient)

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Changing the Practitioner

If a patient needs to see a different practitioner:

1. Click the pencil icon on the event card
2. The event editor panel opens
3. Click the Practitioner dropdown
4. Select the new practitioner
5. Click “Save” or “Save and Send” at the bottom

Note

If you change the practitioner, consider clicking Save and Send to notify the patient of the change.

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Changing the Patient

If you need to reassign the appointment to a different patient:

1. Open the event editor panel (pencil icon)
2. Click the Patient dropdown
3. Search for the new patient by typing their name
4. Select the patient from the results
5. Click Save

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Updating Contact Information

You can update patient contact preferences directly from the event editor:

• Phone Number - Change the patient’s contact number
• Text Message Notices - Enable or disable SMS notifications

These changes update the patient’s record for this appointment.

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Changing Event Type

To change what type of appointment this is:

1. Open the event editor panel
2. Click the “Type of Event” dropdown
3. Select the new event type
4. Click Save

Caution

Changing the event type may affect the duration, default settings, and any linked intake forms or email templates.

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Changing Office or Room

To update where the appointment takes place:

Change Office

1. Open the event editor panel
2. Click the Office dropdown
3. Select the new office location
4. Click Save

Change Room

1. Open the event editor panel
2. Click the Room dropdown
3. Select the specific room
4. Click Save

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Manually Changing Date and Time

You can adjust the appointment time manually from the event editor:

1. Open the event editor panel
2. Edit the date field to change the appointment date
3. Edit the time field to change the start time
4. Click Save or Save and Send

Note

You can also change the time by dragging and dropping the event to a new time slot in the calendar while the event editor is open.

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Adding or Editing Description

The description field allows you to add internal notes:

1. Open the event editor panel
2. Scroll to the Description field
3. Type your notes or edit existing text
4. Click Save

Caution

Privacy Note: The description field is not visible to the patient. It’s for internal office use only.

What to Include in Descriptions

Common uses for the description field:

• Special patient requests
• Specific concerns to address
• Equipment or materials needed
• Notes from phone calls
• Internal reminders

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Save vs. Save and Send

After making edits, you have two options at the bottom of the event editor:

Save

Click “Save” when:

• Making minor changes (description, room, etc.)
• You don’t want to send the patient another notification
• Changes don’t affect the appointment details the patient needs to know

The appointment is updated but no emails or texts are sent.

Save and Send

Click “Save and Send” when:

• Changing the appointment time
• Changing the practitioner
• Changing the office location
• Making any change the patient should be notified about

The appointment is updated AND the patient receives:

• Confirmation email with new details
• Any custom email templates configured for this event type
• Links to intake forms (if applicable)

Tip

Tip: Only use Save and Send for significant changes that affect the patient. Use Save for internal notes and minor updates to avoid sending unnecessary emails.

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Common Editing Scenarios

Patient Calls to Reschedule

1. Click on the appointment
2. Click Reschedule Event
3. Navigate to the new date/time
4. Click on the new time slot
5. Click Save and Send to notify the patient

Patient Calls to Cancel

1. Click on the appointment
2. Click the three dots icon
3. Click Cancel Appointment
4. The appointment is marked as cancelled

Patient Didn’t Show Up

1. Click on the appointment
2. Use the status dropdown on the event card
3. Select No-Show

Need to Change Practitioner

1. Click on the appointment
2. Click the pencil icon (edit)
3. Change the Practitioner dropdown
4. Click Save and Send

Adding Internal Notes

1. Click on the appointment
2. Click the pencil icon (edit)
3. Scroll to Description field
4. Add your notes
5. Click Save

Patient Needs Follow-Up Appointment

1. Click on the current appointment
2. Click Rebook Event
3. Select the new date/time for follow-up
4. Click Save and Send

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Troubleshooting

Can’t Find the Event to Edit

• Use the calendar navigation arrows to browse different weeks
• Check if you’re viewing the correct practitioner’s calendar
• Verify you’re looking at the correct date
• Try searching for the patient name instead

Changes Not Saving

• Ensure you clicked Save or Save and Send
• Check that all required fields are filled
• Verify you have permission to edit this event
• Try refreshing the page and attempting again

Patient Didn’t Receive Notification

• Verify the patient has an email address on file
• Check if you clicked Save and Send (not just Save)
• Verify the event type has email settings configured
• Check the patient’s spam/junk folder

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Best Practices

1. Always use Cancel (not Delete) for patient cancellations to maintain records
2. Use Reschedule when the patient can’t attend and needs a new time
3. Use Rebook when scheduling follow-up appointments
4. Click Save and Send only when the patient needs to be notified
5. Add descriptions for important patient notes or special requests
6. Double-check the new time before clicking Save and Send on rescheduled appointments