This guide will help you master creating, modifying, and managing appointments while ensuring smooth communication with your clients.
Creating Appointments
You have two convenient ways to schedule appointments:
From the Calendar
Click the Calendar tab in your sidebar
Select your preferred timeslot or click the "Plus" button
Choose "Appointment" from the event type tabs at the top
Fill in the appointment details:
Select client and practitioner
Choose the service type and verify cost
Set date, time, and duration(use service duration by default)
Add contacts (must be previously added to client profile)
Choose location:
For online: Select Therasee video or other online session options
For in-person and telephone appointments: Choose location from the radio buttons and then choose the relevant location
From Client Profiles
Go to Clients in your sidebar
Select the client
Click "Schedule appointment"
Complete the details as above
Customising Reminders
When creating an appointment, you can personalise how reminders are sent:
Find the "Reminders" section in the appointment form
You can set up to two reminders
For each reminder, customise:
Timing (e.g., 30 minutes, 1 day before)
Notification method (email, SMS, or both)
Click "Remove" next to any reminder you don't want
💡 Pro Tip: Default reminder settings come from your practice settings, but you can adjust them for each appointment.
Appointment Notifications
Creating New Appointments
After clicking "Create appointment":
You'll see a confirmation popup
Choose to send notifications via:
Email
SMS
Both email and SMS
Click "Send" to notify clients and contacts, or "Don't send" to skip notifications
💡 Pro Tip: To add contacts to appointments, first add them in the Relationships tab of the client's profile.
Adding/Removing Contacts
When modifying appointment contacts:
A notification popup appears asking if you'd like to send messages to new and removed contacts
Choose your preferred notification method(s):
Email
SMS
Both email and SMS
Click "Send" to notify contacts, or "Don't send" to skip notifications
If sent:
New contacts receive confirmation messages
Removed contacts receive cancellation notices
Managing Existing Appointments
Cancelling vs Deleting Appointments
There are two ways to handle appointments that won't take place:
To Cancel an Appointment:
Open the appointment details
Click the "Status" dropdown
Select "Cancelled"
Choose whether to send cancellation notifications
Add an optional message for attendees
The appointment remains visible but marked as cancelled
To Delete an Appointment:
Open the appointment details
Click "Options"
Select "Delete appointment"
The appointment is completely removed from the system
Modifying Appointments
When changing appointment details:
Open the appointment
Click "Options" then "Edit appointment"
Update any details:
Date and time
Location
Duration
Participants
Reminder settings
Save your changes
In the notification popup that appears:
Choose whether to send email and/or SMS notifications
Add an optional message to explain the changes
Click "Don't send" if you don't want to send notifications
Modifying Recurring Appointments
When making changes to a recurring appointment, you'll be presented with three options:
This event - Changes apply only to the selected appointment, leaving the rest of the series unchanged.
This and following events - Changes apply to the selected appointment and all future appointments in the series.
All events - Changes apply to every appointment in the series, both past and future.
Choose carefully, as this choice determines which appointments will be affected by your changes!
Important Notes
🔄 The system automatically checks for time conflicts
⚠️ You'll be notified if any contacts have missing contact details
📝 Optional messages can be added to any notification
🔔 Each appointment can have up to two custom reminders
📱 Both email and SMS notifications can be toggled independently
Need more help? Our support team is just a click away in the Support tab of your sidebar!