Schedule

See all your appointments and activities in a clean, organised list.

Overview

The Schedule is an alternative to the calendar view. Instead of seeing appointments in a grid, the Schedule displays everything in a simple, scrollable list so you can quickly scan:

• Appointment status (Pending, Arrived, Missed, Canceled)

• Invoice state (No invoice, Draft, Open, Paid, Void)

• Confirmation status (Confirmed / Unconfirmed)

• Practitioner and location

• Services and activities

You can filter, search, sort, and open any row to view or edit its details.

Access the Schedule from the left main menu.

Appointments schedule

This is the main list view for all appointments.

Tabs

• All – Shows every appointment (past, present, and future).

• Upcoming – Shows future appointments that haven’t occurred yet.

• Past – Shows appointments that have already occurred.

Filters

Filter by status, practitioner, service, location, confirmation, or invoice status. Use the search bar to find clients, services, or practitioners.

Open an appointment

Click View on any appointment row to open the appointment information panel on the right.

From this panel, you can:

• Update attendance (Arrived, Missed, Canceled)

• Confirm the appointment

• View or edit appointment details

• Add or review the invoice

• Add or review progress notes

• Manage recurring appointments

• Add internal comments

Common actions

Confirm an appointment

1. Click View on the appointment row.

1. In the information panel, toggle Confirmed on.

This is commonly used to mark that a client has confirmed directly with your practice by phone, SMS, or email.

Add an invoice to an appointment

1. Click View on the appointment row.

2. Click Add invoice.

Caspen will create a draft invoice prefilled with the appointment’s service and link it to the appointment.

Activity schedule

Activities are not appointments, they represent other work such as admin time, writing notes, travel, or any custom activity created by your clinic.

Switch to the Activity schedule tab to view all activities in a list.

Tabs

All, Upcoming, Past.

Filters

Filter by activity type, practitioner, or location.

Open an activity

Click View next to an activity to open the information panel, where you can review or edit all activity details.

Tips

• Use Upcoming to prepare for your day and confirm clients ahead of time.

• The Schedule view is ideal for quick bulk checks (e.g., unpaid invoices, unconfirmed appointments, missed sessions).

• Use filters to instantly narrow down large appointment lists without navigating day-by-day in the calendar.

• For admin-heavy days, switch to the Activity schedule to track non-client tasks.