Accessing the Calendar
To get started, select the Calendar section from the menu bar. There are two main calendar displays available: the Calendar and the Flow Chart. In this article, we'll first go over how to use the Calendar and then explain how to navigate the Flow Chart.
Calendar
Navigating the Calendar
When you first open the calendar, it defaults to showing the current day. You can move to a different date by either clicking on the Calendar icon or using the arrows in the top right corner to move forward or back in time.
If you'd like to quickly return to today’s view, simply click Today at the top of the page.Viewing Employee Calendars
By default, the calendar shows the entire practice’s schedule. However, you can focus on an individual employee's calendar by selecting one or more names from the employee dropdown menu.
Employees' calendars are color-coded: today’s appointments are shown in purple for that employee, and any time they are unavailable will be greyed out
3. Calendar Layout Options
You can customize the view by selecting from different layout options. Choose between Merged or Split layouts, and select how you'd like to view the calendar: by Day, Week, or Timeline. Just click on the options at the top of the calendar to make your selection.
4. Colour Coding by Employee or Category
To make the calendar even easier to read, you can choose to display appointments color-coded by either Employee or Appointment Category. Simply click on either Employee or Category in the top-right corner to switch between the views.
Creating a Calendar Block
You can block out specific times in an employee's calendar using the Calendar Block feature. This can be helpful when an employee is unavailable or when you need to adjust their working hours.
To create a Calendar Block, click on the Create drop-down menu in the top-right corner and select Calendar Block. From there, you can:
Set a Title for the block (e.g., "Vacation" or "Meeting")
Choose the employee whose calendar you want to block
Choose the colour you would like the calendar block to be
Select the date and time
Decide if the change should be recurring.
Once done, click Save to update the employee’s availability.
The Calendar Block will now appear in the employee’s calendar. To make changes, simply click on the block and select either Edit or Delete.
Flow Chart
The Flow Chart is a useful tool to track and manage the status of appointments. Here’s how to use it:
1. Accessing the Flow Chart
To open the Flow Chart, click the Flow Chart button in the top-left corner of the Calendar window. This will switch you to the Flow Chart view.
2. Changing the Date Range
To view a different range of dates, simply click the icons next to the Start Date and End Date fields. You can then select the new dates you want to view.
3. Updating Appointment Status
You can change the status of an appointment directly from the Flow Chart by clicking on the appointment and dragging it to the appropriate status column. For example, you can move an appointment from "Confirmed" to "Checked In" by dragging it across the chart and dropping it into the new section.
4. Notifying Clients About Status Changes
If you change an appointment’s status from New Request to Confirmed or move it to the No Show or Cancelled sections, you’ll have the option to notify the client.
Simply toggle the notification button to decide whether to send a notification to the client about the status change. Once you're ready, click Update Appointment to save the changes.
