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Appointments and Calendar Event Types

Creating a new event​

The ability to quickly create different types of appointments (e.g., Individual, couple, groups) is crucial for accurate billing and reporting. It helps you categorize your time and provides clear metrics on service usage and revenue.

appointment calendar

Overview​

Creating a New Event lets you block time on the calendar for anything that is not a client session, such as staff meetings, admin time, or personal appointments. This keeps internal operations organized without cluttering your clinical schedule or affecting client records.

Steps to create a new event​

  • Navigate: Go to the Schedule or Calendar tab.
  • Start a new event: Click Create and choose Event, or click directly on an open time slot and select Event from the options.
  • Event type & title: Enter a clear title that describes the purpose of the event (for example, “Team Meeting,” “Admin Time,” or “Training”).
  • Date and time: Set the start and end time, or check All day if this blocks the entire day.
  • Recurrence (optional): If this happens regularly, set a recurrence pattern (daily, weekly, monthly) and choose an end date so you do not have to recreate it each time.
  • Select staff: Choose the staff members who should be included in or blocked by this event so the time shows as unavailable on their calendars.
  • Review: Confirm the time, selected staff, and any key details so everyone understands what the event is for.
  • Save: Click Save Event (or Save) to add it to the calendar; the chosen time will appear as a non‑client event and will block that slot on the relevant calendars.

Tips and tricks​

  • Use recurring events for regular admin blocks, supervision, or team huddles so those times stay protected without extra clicks.
  • Give events clear, consistent names (for example, “Admin Block” or “Out of Office”) to make it easy for staff to understand at a glance why a time slot is unavailable.

The “New Event” feature allows your clinical practice to schedule, track, and communicate internal activities and resource needs that are not direct client appointments. This function ensures smooth internal operations without impacting the core clinical schedule.

Creating an appointment​

new event

Creating an Appointment lets you quickly book individual, couple, or group sessions while keeping your billing, reporting, and calendar accurate.

Overview​

Each appointment ties together the client, service, time, and clinician, so your schedule, documentation, and revenue reports all stay in sync. Using clear appointment types also helps you track how different services perform over time, from new intakes to group sessions.

Steps to create an appointment​

  • Navigate: Go to the Schedule or Calendar tab.
  • Initiate: Click Create and select Appointment, or click directly on an open time slot to start a new booking.
  • Choose appointment type: Select the type of appointment you are creating (for example, Individual, Couple, or Group) so the right client setup and billing rules apply.
  • Select client: Search for and select the correct client. If this is a new client, use Add New Patient (or Create client) to create their profile before saving the appointment.
  • Appointment service: Choose the service, such as New Patient Intake or Follow‑up Visit. This sets the default duration and billing configuration associated with that service.
  • Duration: Review the auto-filled duration and adjust it if you need a shorter or longer visit.
  • Location: Confirm or select the visit location (for example, In‑office, Telehealth, or a specific clinic site).
  • Assign clinician: Assign the clinician who will see the client so the appointment appears on their calendar and communication routes correctly.
  • Reason for visit: Add a brief note, such as “Left knee pain – 3 weeks” or “Initial evaluation,” to give the clinician quick context.
  • Review: Double‑check the client, date, time, duration, location, and clinician before saving.
  • Confirm: Click Create Appointment or Save to finalize the booking and trigger any configured reminders or notifications.

Tips and tricks​

  • Use consistent naming for services and reasons for visit so reports and analytics clearly show how different appointment types are used.
  • Save common visit types as reusable services with preset durations and billing codes to speed up scheduling and keep your data clean.