Agenda
The clinic calendar: book, move and document appointments across doctors and rooms.
The agenda is the busiest screen in the platform. It shows one day, a range of days or a whole month, with a column per doctor calendar, colour-coded appointment categories, and drag-to-create booking. Appointments carry a booking status that drives whether the patient gets reminders.
What you can do here
- Switch between day, multi-day range and month views
- See a column per doctor, plus internal calendars such as the operation room
- Create an appointment by dragging across the time you need
- Move appointments and notify the patient automatically
- Colour-code appointments by category and edit those colours
- Mark appointments done, moved, cancelled or no-show
- Review cancelled appointments separately
The three views
- 1
Open the view menu
Beside the date at the top of the agenda.
- 2
Pick day, range or month
The arrows either side of the date then move by day, week or month to match.
- 3
Return to a single day
Selecting a date in the month view drops you into the day view for that date.
| View | What it shows | Best for |
|---|---|---|
| Day | A single date with a column per doctor calendar and a time grid. | Running the day at reception. |
| Range | Several consecutive days side by side, chosen by dragging across the date strip. | Planning a week, or finding the next free slot. |
| Month | A month grid with appointment counts and previews. | Seeing how full the coming weeks are. |
Booking an appointment
- 1
Go to the right day and doctor
In day or range view, find the doctor's column.
- 2
Drag across the time you need
Press at the start time and drag to the end time. The duration of the appointment is set by how far you drag, so there is no need to type times.
This works with touch as well, so it can be done on a tablet at the desk.
- 3
Choose the patient
Search for an existing patient, or create one if this is a first contact.
- 4
Set the category
Search the category list — for example an injection, a consultation or an operation. The category determines the colour on the calendar.
- 5
Add the reason and location
The reason is what appears on the appointment block, so keep it short and recognisable.
- 6
Save
The patient receives a booking confirmation automatically, and a reminder the day before.
Categories and colours
Colour is how a full agenda becomes readable at a glance. Each appointment category has a colour, and you can change it.
- Categories are searchable when booking, so long lists stay usable
- Each category has its own colour on the calendar
- The colour can be changed from the agenda using the colour picker on the category
- Categories are also embedded in the appointment so reporting can group by them
Tip
Agree colours once, as a clinic: for instance warm colours for revenue-generating treatment, cool colours for consultations and follow-up. Everyone then reads the day the same way.
Moving, cancelling and marking appointments
Appointments carry a booking status shown on the block. The status is what stops a patient being reminded about a slot they are no longer attending.
- 1
To reschedule, create the new slot and mark the old one moved
The clinic workflow keeps the original row for the audit trail and tags it as moved, rather than editing the time in place.
- 2
To cancel, set the status to cancelled
Cancelled appointments are also listed on their own page so they can be reviewed and followed up.
- 3
To close off the day, mark attended appointments done
This keeps tomorrow's list clean and makes activity reporting meaningful.
| Status | Meaning | Effect on patient messages |
|---|---|---|
| (none) | Booked and expected. | Confirmation and day-before reminder are sent. |
| Déplacé — moved | The appointment was moved to another slot; this row is the old one. | No reminder is sent for this slot. |
| Annulé — cancelled | Cancelled from the agenda. | No reminder is sent. |
| Fait — done | The appointment took place. | Nothing further is sent. |
Careful
Marking the status matters more than it looks. An appointment left as booked after being moved will send the patient a reminder for a slot that no longer exists.
Internal calendars
Not every column is a doctor. The operation room is an internal planning calendar rather than a patient-facing one.
- Operation room entries do not send patient confirmations or reminders
- Moving an operation room entry does not notify anybody outside the clinic
- Use it to reserve theatre capacity alongside the doctor who will operate
Cancelled appointments
A dedicated page lists cancellations so they are worked rather than forgotten.
- See who cancelled and when
- Follow up to rebook, or convert the slot into a deal task
- Use it to spot patterns — a doctor, a treatment or a weekday with unusual cancellation rates
Frequently asked
- Why did a patient get a reminder for an appointment we moved?
- The original appointment was probably left without a moved status. Reminders are suppressed based on that status, so the old row must be marked Déplacé when the new slot is created.
- Can I book without choosing a patient first?
- No — appointments belong to a patient record so the visit, its notes and its invoice stay connected. Create the patient during booking if they are new.
Related pages
Last updated September 2025. Screens may differ slightly depending on your plan and role.