Using the Appointment Scheduler

Overview

The scheduler at Appointments is where you book, move, and manage every visit. It's built for speed: most actions happen directly on the calendar grid without leaving the page.

What you'll learn

The three calendar views and when to use each
How to create, move, and resize appointments
What's inside the appointment detail modal
How status actions and telehealth controls work
What the color coding and grid indicators mean
Conditional fields you'll only see in certain situations

The Appointments scheduler in Week view, showing the practitioner columns, colored appointment blocks, the current-time line, and the view switcher (Week / Day / Now) in the header.

The three views

Week — the full week as a grid, one column per day. Includes a Hide weekends toggle to narrow the view to weekdays.
Day — a single day, with one column per practitioner instead of per day.
Now — a triage-style list view rather than a grid, grouped into buckets: Overdue, No show, Arrived-waiting, In session, Up next, Upcoming, Scheduled, and Cancelled.

In Now view, each bucket has a colored dot indicator and a clickable count "pill." Clicking a pill jump-scrolls the list down to that bucket, which is useful for quickly checking, for example, how many patients are currently in the waiting room.

The Now view showing the triage list with colored dot indicators and count pills for Overdue, No show, Arrived-waiting, In session, Up next, Upcoming, Scheduled, and Cancelled.

Creating an appointment

Click an empty slot

Click any open slot on the calendar grid. The appointment drawer opens pre-filled with that date, time, and practitioner.

Choose or add a patient

If no patient is pre-selected, a searchable patient picker modal opens so you can find an existing patient or add a new one inline without leaving the flow.

Choose a practitioner

The Appointment Type dropdown stays disabled until a practitioner is chosen.

Choose an appointment type

Once a practitioner is selected, the Appointment Type dropdown enables and its options are filtered to only that practitioner's types.

Review the Mode field

Once an appointment type is selected, a read-only Mode field appears, showing the mode derived from that type (for example, in-person or telehealth).

Set repeat, if needed

Choosing a repeat option other than "No repeat" reveals a Repeat Until date field to bound the series.

Save

Save the appointment. A toast confirms success or reports a failure.

Waitlist button is conditional A Waitlist button appears in the drawer footer only when you're creating a brand-new appointment and a patient is already selected. It doesn't appear when editing an existing appointment — instead, a Delete button appears in that case.

Repeat section on recurring occurrences When you edit a single occurrence of a recurring appointment, the Repeat section is hidden and replaced with a note: "Part of a recurring series — repeat settings are managed on the original appointment."

Moving an appointment

Click and hold an appointment block, then drag it to move it.

Dragging vertically changes the appointment's time, snapping to the clinic's configured slot size (for example, 15 minutes).
Dragging horizontally changes the day in Week view, or the practitioner in Day view.
A "ghost" outline stays behind at the original slot while you drag, so you can see where the appointment is moving from.
Dragging near the edge of the grid auto-scrolls it, so you can move an appointment beyond what's currently visible on screen.
Releasing on the same slot you started from doesn't move anything — it just opens the appointment detail modal instead.

Cancelled appointments are locked Cancelled appointments can't be dragged or resized.

A toast confirms a successful move or reports a failure so the change isn't left in doubt.

Resizing an appointment

Each appointment block has a small resize handle at the bottom. Drag it to change the end time — like moving, it snaps to the clinic's grid size. As with moving, cancelled appointments can't be resized.

Clicking an appointment block without dragging opens a ticket-style detail modal showing the time, patient avatar, and duration, along with a row of icon buttons:

Button	What it does
Book another	Duplicates the appointment to book a similar one quickly
Edit	Opens the appointment drawer to change details
Cancel	Reveals an inline reason textarea and a confirm step, with an optional "cancel all future" checkbox for recurring series
Payment	Jumps to the related invoice
Notes	Jumps to treatment notes for the visit; hidden once notes are marked done
Archive	Archives the appointment

The ticket-style appointment detail modal, showing the patient avatar, time and duration, the row of icon buttons (Book another, Edit, Cancel, Payment, Notes, Archive), and the status action buttons below.

Status actions

Below the icon buttons, status actions move the appointment through its lifecycle.

Status controls change based on appointment type A two-button segmented control lets you mark Arrived / Did not arrive — for telehealth appointments these relabel to "Patient joined" / "Did not join." A Start session button only appears once the patient has arrived, and only for in-person or home-visit appointments; it's hidden for telehealth, which tracks session start automatically via the call. A Mark completed button is available to close out the visit.

Telehealth-only controls For telehealth appointment types, an additional row shows Resend link and Join call buttons, letting you re-send the patient's call link or join the session directly from the modal.

Color coding and grid indicators

Each appointment type has its own color, shown as a left accent bar and matching text on the block.
Cancelled appointments render grayscale and faded.
Completed appointments show a checkmark badge and appear dimmed.
Telehealth appointments carry a small camera icon badge.
Home-visit appointments carry a small house icon badge.
A live line marks the current time across the grid.
Practitioner availability is shaded with hatched bands over non-working hours and breaks, so you can see at a glance where booking isn't expected.

A close-up of the calendar grid showing several appointment blocks in different type colors, one grayscale cancelled block, one dimmed completed block with a checkmark badge, a telehealth block with a camera icon, and hatched availability shading over a practitioner's lunch break.