Calendar & check-in

The calendar is where reception and practitioners run the clinic day. It shows who’s coming in, where each person is up to, and what time is free — all in one place. This guide covers reading the day, then the day-of actions that keep everyone in sync.

Calendar views

Use the view that matches what you’re doing. Switch from the controls at the top of the calendar:

1. 1
   Day

   A single day in detail — the front-desk default for checking people in and seeing the next arrival.

2. 2
   Week

   The whole week per practitioner — best for booking ahead and spotting gaps.

3. 3
   Practitioner

   Columns side by side, one per practitioner, so you can compare who’s free at a glance.

4. 4
   Location

   Group the schedule by clinic location when you run more than one site or room.

Filter the schedule

Busy day? Filter the calendar down to a single practitioner, location or appointment type so you’re only looking at what matters right now. Filters change what you see, not the underlying bookings — clear them any time to get the full picture back.

Open an appointment

Click any appointment to open it. The detail panel shows the patient, practitioner, appointment type, time, location and current status — everything you need to confirm you’re looking at the right visit before you act on it.

Appointment statuses

Every appointment carries a status, and the calendar colour-codes each one so the state of the day is obvious without opening anything:

1. 1
   Available

   An open slot that can be booked.

2. 2
   Booked

   A confirmed appointment that hasn’t started yet.

3. 3
   Arrived / checked in

   The patient is here — reception has confirmed them in.

4. 4
   Completed

   The visit happened and is done.

5. 5
   Cancelled

   Called off ahead of time; the record is kept, not deleted.

6. 6
   No-show

   The patient didn’t arrive — flagged for reporting and follow-up.

Check a patient in

When a patient arrives, reception updates their status so the practitioner knows they’re ready. This is the heart of a smooth front desk:

1. 1
   Confirm the patient

   Open the appointment and check it’s the right person and visit.

2. 2
   Mark them arrived

   Set the status to Arrived / checked in. The appointment changes colour on the calendar.

3. 3
   The practitioner sees it

   The updated status is visible on the practitioner’s calendar instantly, so they know who’s waiting without a phone call.

Block out non-patient time

Lunch, meetings, leave and admin all need to come off the bookable calendar so nothing gets booked over them. Block the time out directly on the calendar:

1. 1
   Select the time

   Click and drag across the slot on the practitioner’s calendar.

2. 2
   Mark it as a block

   Choose a block-out reason — lunch, meeting, leave or admin. Blocked time shows in grey.

3. 3
   Save

   The slot is no longer bookable, but the practitioner’s broader working hours are untouched.