Create an appointment

Learn how to create an appointment in your calendar.

Overview

Create a new appointment from the calendar, add client and service details, choose date and time, and optionally add room, vehicle, resources, notes, or a repeat series.

Create an appointment

1. Open Calendar and set the location (clinic/practice) and practitioner.

1. Click a time slot, then choose Appointment.

1. Enter the appointment details (see the Field reference below).

• Client: Search and select an existing client, or click Create client.

• Service: Select a service, or click Create service.

• Set Date and Time.

• More options (optional): Room, Vehicle, Resources, Internal note, or Repeat.

Note: When you click a time slot, the start time is prefilled. After you select a service, the end time is automatically calculated from the service duration.

1. Click Create appointment.

The client receives a confirmation based on your notification settings.

Fields reference

Field	Description
Location	Where the appointment will occur. Prefilled from the selected calendar location.
Practitioner	Who will deliver the service. Prefilled from the practitioner you’ve selected in the calendar.
Client	The client attending.
Service	The service to be provided.
Date	Day of the appointment.
Time	Start time is prefilled from the slot you click. End time auto-calculates from the selected service duration (plus buffer time, if applicable). You can override either time before saving.
Room	Reserve a room if required.
Vehicle	Reserve a vehicle if required.
Resources	Reserve equipment or items.
Note	Internal notes for staff. Applies to this appointment only.
Repeat	Create a repeating series: Repeat on days — choose one or more weekdays. Repeat every — Week, 2 Weeks, 3 Weeks, or 4 Weeks. This sets the interval between repeats, not the duration. For example, 2 Weeks repeats on the selected days every second week. End after — number of occurrences. The helper text below shows the total appointments that will be created.

Create a repeat appointment

If you often book the same service at the same time, use Repeat to create a short series, then adjust individual occurrences as needed.

1. Open Calendar and set the location (clinic/practice) and then a practitioner.

2. Click a time slot, then choose Appointment.

3. Enter the appointment details.

   1. Client: search and select an existing client (or Create client).

   2. Service: select a service (or Create service).

   3. Set Date and Time.

4. Open More options, turn Repeat On.

1. Enter the repeat details.

   1. Repeat on days: pick the weekdays you want.

   2. Repeat every: choose Week, 2 Weeks, 3 Weeks, or 4 Weeks. This sets the interval between repeats (not the duration); for example, “2 Weeks” repeats on the selected days every second week.

   3. End after: enter the number of occurrences. The helper note shows the total that will be created.

1. Review details, then click Create appointment.

Notes

• The helper note under End after shows how many appointments will be added.

• Each appointment in the series appears in your calendar. Edit or cancel any one as needed.

Example: Create four appointments across two weeks on Wednesday and Thursday

• Repeat on days: Wed and Thu

• Repeat every: Week

• End after: 4 This creates Wed/Thu this week and Wed/Thu next week (4 total).

If instead you choose Repeat every: 2 Weeks, it creates Wed/Thu, skips a week, then Wed/Thu again (still 4 appointments total, over four weeks).

Add room, vehicle, and resources

Open More options and select Room, Vehicle, or Resources to reserve what you need.

Defaults: Go to Settings → Resources (Rooms, Vehicles and Equipment) to set your defaults.

After you create the appointment

Example: Appointment information panel.

From the appointment info panel you can:

• Invoice the appointment

• Add a progress note

• Update an appointment status

• Edit an appointment

• Reschedule an appointment

• Cancel an appointment

• Add internal comments: Staff-only notes for this appointment. Autosaves as you type and they do not appear on the client record or other appointments.

• Client confirmation: Toggle Client confirmation on to mark the booking as confirmed. Clients can also confirm using the link in your notification email or SMS. See Client confirmations.

• Preview (contains quick actions)

  • Address: Opens directions in Google Maps in a new tab.

  • Email: Opens your email app with the client’s address.

  • Phone: Opens the dialler (with the number pre-filled). On desktop, it uses your default calling app. On mobile it opens the phone dialler.

FAQ

What if I need extra time before and/or after an appointment?

If you need extra time before or after your appointment you can set what we call buffer times. This time will be blocked off automatically in your calendar and online bookings. You can set buffers per service in your catalogue. See Add buffer times to services.