Booking Events

Note

Note that you must first create your Event Types before being able to book appointments. If you have not done so already, start with that first.

Quick Start: Creating an Event

The fastest way to create an event:

1. Click on the calendar at the time you want to book

2. The Event Editor panel slides in from the right

3. Fill in the event details

4. Click Save or Save and Send

   You can create an event in under 30 seconds by clicking directly on your calendar!

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The Event Editor

When you click on the calendar, the Event Editor panel appears on the right side of your screen. This is your control center for creating and managing events.

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Step-by-Step: Booking a Patient Appointment

Follow these steps to create a complete patient appointment:

1. Open the Event Editor

Click on the calendar at the desired appointment time. The Event Editor panel will slide in from the right.

2. Select the Practitioner

Choose the practitioner from the dropdown menu. This determines who will be seeing the patient.

Note

If you’re already viewing a specific practitioner’s calendar, this field will be pre-filled with their name.

3. Select or Create a Patient

You have two options:

Option A: Select an Existing Patient

1. Click on the Patient dropdown
2. Type a few letters of the patient’s name
3. The system will search and display matching patients
4. Click on the patient to select them

Option B: Create a New Patient

1. Click the “New Patient” button
2. A patient creation form will appear

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Creating a New Patient

When you click New Patient, you’ll see a form with the following fields:

Required Fields (Recommended Minimum)

We recommend collecting at least these fields to properly identify and contact the patient:

• First Name - Patient’s legal first name
• Last Name - Patient’s legal last name
• Date of Birth - For identification and age verification
• Phone Number - Mobile, home, or work phone
• Email Address - For appointment confirmations and communications

All Available Fields

The complete patient form includes:

Field	Description
First Name	Legal first name
Last Name	Legal last name
Preferred Name	What the patient likes to be called
Date of Birth	Birth date (MM/DD/YYYY)
Gender	Gender identity
Preferred Pronoun	How to refer to the patient
Occupation	Patient’s profession
Mobile Phone	Cell phone number
Home Phone	Residential phone number
Work Phone	Business phone number
Email Address	Primary email contact

Caution

At minimum, collect First Name, Last Name, Date of Birth, Phone Number, and Email Address to ensure you can identify and contact the patient.

Saving the New Patient

Once you’ve entered the patient information:

1. Click “Save Changes”
2. The patient will be added to your account
3. The patient will be automatically selected in the Event Editor
4. You can now continue booking the appointment

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Selecting the Event Type

After choosing the patient (or skipping this step for non-patient events):

1. Click the “Type of Event” dropdown

2. Select the appropriate event type from the list

   Event types are created in the Event Type Manager. You'll see all event types you have access to in this dropdown.

Event Types Examples

• Initial Assessment
• Follow-up Visit
• Treatment Session
• Consultation
• Break
• Vacation
• Blocked Time

Note

For non-patient events like breaks or vacation, you can skip the patient selection step and just choose the event type.

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Setting Location Details

Office Selection

Choose the office where the appointment will take place. If you’re already logged into the correct office, this will be pre-filled.

Room Selection (Optional)

If your clinic has specific rooms and you need to specify where the event takes place:

1. Click the Room dropdown

2. Select the appropriate room

   You can leave the room field blank if you don't need to specify a particular location within your clinic.

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Adjusting Date and Time

The Event Editor displays the date and time based on where you clicked in the calendar, but you can adjust it:

Manual Time Adjustment

• Edit the date field to change the appointment date
• Edit the time field to change the start time
• The duration is determined by your event type settings

Drag and Drop Adjustment

While the Event Editor is open:

1. The event is visible on the calendar (left side of screen)

2. You can grab the event and drag it to a new time

3. The date and time fields will automatically update in the Event Editor

   Tip: Use drag-and-drop to visually find the perfect time slot while keeping the Event Editor open!

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Setting Event Status

Default Status: Pending

When creating a new event, the status starts as Pending. This indicates the appointment is scheduled but not yet confirmed.

Available Statuses

Events can have different statuses throughout their lifecycle:

Status	When to Use
Pending	Initial booking, not yet confirmed
Confirmed	Patient has confirmed attendance
Reminded	Reminder sent to patient
Completed	Appointment finished successfully
Cancelled	Appointment cancelled
No-Show	Patient didn’t attend
Rescheduled	Moved to different time

Note

For new appointments, you can leave the status as Pending unless there’s a specific reason to change it.

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Adding Event Description

The Description field allows you to add notes or details about the appointment:

• Add appointment-specific notes
• Include special instructions
• Note specific concerns or requests
• Record any relevant context

Caution

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

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Saving the Event

Once all details are complete, you have two save options:

Option 1: Save

Click the “Save” button to:

• Save the appointment to the calendar
• Create/update the patient record
• Close the Event Editor

The appointment is saved but no notifications are sent.

Option 2: Save and Send

Click the “Save and Send” button to:

• Save the appointment to the calendar
• Create/update the patient record
• Send a confirmation email to the patient
• Include any attachments specified for this event type
• Send links to intake forms if configured
• Close the Event Editor

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Email Confirmations and Intake Forms

What Gets Sent?

When you click Save and Send, the system will automatically:

1. Send a confirmation email using the custom message template for this event type (if configured)
2. Attach any files you’ve linked to this event type
3. Include intake form links if SmartForms are assigned to this event type

Example: First Visit Appointment

If you created a “First Visit” event type with:

• Custom welcome email message
• Clinic policy PDF attachment
• New patient intake form (SmartForm)

When you click Save and Send, the patient receives:

• Your custom welcome message
• The clinic policy PDF
• A clickable link to complete the intake form online

Tip

Tip: Configure your event types in the Event Type Manager with email templates and intake forms, then every appointment books with one click!

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After Saving the Event

Once you click Save or Save and Send:

1. The event appears in your calendar at the scheduled time
2. The Event Editor closes
3. The patient record is created or updated
4. You can still modify the event by clicking on it
5. You can move it by dragging and dropping

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Creating Non-Patient Events

For events that don’t involve patients (breaks, vacation, etc.):

1. Click on the calendar at the desired time

2. Skip the patient selection - leave it blank

3. Select the event type (Break, Vacation, etc.)

4. Fill in any description if needed

5. Click Save

   Patient selection is only required for patient-related events. Breaks, vacation, and administrative time don't need a patient.

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Troubleshooting

Can’t Find a Patient

If you can’t find your patient in the patient drop-down list, but you’re certain that your patient is in your account, it could be that the patient is part of a different clinic.

How to check if the patient is part of a different clinic: Below the Patient Selection dropdown is an Office Selection dropdown. It could be that this patient has booked with you at a different office. Select a different office and then search for the patient. If you find them, you can then change the office back to the one you want to book them into. This will connect that patient to the new office.

Using the main search bar to find a patient: You can also search for the patient using the main patient search bar at the top of the screen. This will search across all of your offices at the same time. When the patient shows up in the search list, you can click on the button that says “More Info”. This will show you all of the patient’s connections across all their offices. You can then manually connect patients to different offices from there.

If none of this works to find your patients, try the options below:

• Try searching by last name only
• Check spelling
• Search by first few letters: “joh” will find “John Johnson”
• If still not found, create them as a new patient

You can’t see the event that you created.

If you can’t see the event that you just created, it’s possible that it has been created, but your display settings on your calendar are not showing it:

• Make sure the practitioner’s events visibility is enabled: Check to the left of your calendar to ensure that the practitioner for whom you created the event is check-marked.
• For hours of operation: If you just created hours of operation and you can’t see them, it could be that the hours of operation visibility checkmark is not set for this practitioner. Find the practitioner in the left column of the calendar, and ensure there’s a check mark in the little calendar icon to the right of their name. This shows hours of operation and other background events.
• Check the time range of your calendar: Your calendar may start at 12 a.m., which would mean that the event would be lower down - you could scroll down to find it. You can edit the time range of your calendar in the Calendar settings.
• If all else fails, you can use the calendar search feature to search for the event and see if you can find it that way.