Appointment Calendar View

Overview

The Appointment Calendar View provides a comprehensive visual interface for managing appointments across your organization. The calendar displays appointments with a sophisticated color-coding system that helps you quickly identify service types, appointment statuses, and confirmation levels.

Accessing the Appointment Calendar

Navigation Path:

  1. Go to Appointments module
  2. The calendar view opens by default

Top Navigation Controls

1. Location Selector

  • Located at the top-left of the calendar
  • Dropdown menu to select which location's appointments to view
  • Example: "76 Frederick Street"
  • Switch between different practice locations to view their respective appointment schedules

2. Date Navigation

  • Previous/Next Arrows: Navigate backward or forward through time periods
  • Today Button: Quickly jump back to the current date
  • Date Display: Shows current month/year and week number
    • Example: "January 2026 Week 2"

3. View Selector

  • Week View: Shows appointments for the entire week across multiple rooms/employees
  • Day View: Shows appointments for a single day with expanded detail
  • Toggle between views using the "Week" or "Day" dropdown

4. Calendar Widget

  • Monthly calendar widget on the right sidebar
  • Click any date to jump directly to that day
  • Current date is highlighted

The right sidebar contains multiple filter sections that control which appointments are displayed:

1. Employees Filter

Shows checkboxes for each employee/resource:

Functionality:

  • Check a box to show appointments for that employee/resource
  • Uncheck to hide appointments for that employee/resource
  • Each employee/resource has a unique color for easy identification
  • Multiple selections can be active simultaneously

2. Service Filter

Filter appointments by the service type:

Important: Service colors are configured in:

  • Inventory → Products → Service
  • In the service product form view, you can choose the corresponding color for each service After enabling the Appointment checkbox
  • This color becomes the primary/background color of appointments using that service


3. Status Filter

Filter by appointment status:

Important: The status color appears as the top bar color on appointments.The color we chosen in the corresponding status(Appointment —> Configuration —> Calendar Event Status)

4. Confirmation Status Filter

Filter by confirmation status with default options and colors:

  • Booked (Blue)
  • Confirmed (Green)
  • Left Message (Orange)
  • Not Available (Red)

Important: The confirmation status color appears as the border color on appointments

Understanding Appointment Colors

Appointments use a three-layer color system for maximum information at a glance:

Color Layer System

1. Primary/Background Color (Main appointment color):

  • Source: Service type selected for the appointment
  • Configured in: Inventory → Products → Service form view
  • Example: A "Contact Lens Refit" service might have a pink background

2. Top Bar Color:

  • Source: Appointment Status (from Calendar Event Status)
  • Example: "Scheduled" might show as red, "Rescheduled" as purple
  • Appears as a colored bar at the top of the appointment block

3. Border Color:

  • Source: Confirmation Status
  • Default Colors:
    • Booked = Blue border
    • Confirmed = Green border
    • Left Message = Orange border
    • Not Available = Red border

Visual Example

┌─────────────────────┐ ← Top Bar (Status Color - e.g., Red for Scheduled)
│                     │
│   Pink Background   │ ← Primary Color (Service Color - Contact Lens Refit)
│                     │
│   Patient Name      │
│   10:30 AM          │
│                     │
└─────────────────────┘
    Blue Border          ← Border Color (Confirmation Status - Booked)

View Modes

Week View

  • Displays multiple days horizontally (Monday through Sunday)
  • Shows multiple employees/rooms as columns
  • Each time slot is visible with appointments displayed as colored blocks
  • Ideal for getting an overview of the week's schedule
  • Time slots run vertically from 8:00 AM to 5:45 PM (or your configured hours)

Day View

  • Displays a single day with all employees/rooms as columns
  • More detailed view with expanded appointment information
  • Shows all services and resources for the selected day
  • Time slots appear larger with more room for appointment details
  • Better for managing a busy single-day schedule

Creating New Appointments

From Calendar View:

  1. Click on any empty time slot in the calendar
  2. A "New Event" dialog opens
  3. Fill in the appointment details:
    • Patient: Search and select the patient
    • Provider: Select the provider/employee
    • Location: Confirm or change the location
    • Start/End: Time is pre-filled based on where you clicked
    • Service: Choose the service (this determines the primary appointment color)
    • Status: Set the appointment status (this determines the top bar color)
    • Confirmation: Set confirmation status (this determines the border color)
  4. Click Save to create the appointment

Practical Use Cases

1. Service-Based Filtering

View only specific types of appointments (e.g., "Contact Lens Refit") by unchecking other services. This helps specialized staff focus on relevant appointments.

2. Resource Management

Check/uncheck employee filters to see availability across different resources or focus on a specific employee's schedule.

3. Status Monitoring

Filter by status to quickly identify appointments that need attention (e.g., show only "Rescheduled" appointments).

4. Confirmation Tracking

Filter by confirmation status to identify which appointments need confirmation follow-up (e.g., show only "Booked" appointments that haven't been confirmed).

5. Multi-Location Management

Switch between locations to manage appointments across multiple practice sites.

Color Configuration Guide

Setting Service Colors:

  1. Go to Inventory module
  2. Navigate to Products
  3. Select Service product type
  4. Open the service product form
  5. Choose the color for that service
  6. This color will be used as the primary/background color for all appointments using this service

Confirmation Status Colors (Default):

  • Booked: Blue - Initial booking, not yet confirmed
  • Confirmed: Green - Patient has confirmed attendance
  • Left Message: Orange - Message left for patient, awaiting response
  • Not Available: Red - Patient cannot be reached or is unavailable

Best Practices

  1. Use Consistent Color Schemes: Maintain logical color associations (e.g., red for urgent, green for confirmed)
  2. Regular Filter Use: Utilize filters to focus on specific appointment types during different workflows
  3. Check Multiple Views: Switch between Week and Day views depending on your scheduling needs
  4. Monitor Confirmation Status: Regularly review unconfirmed appointments (Booked status) to improve show rates
  5. Service Color Coordination: Choose distinct colors for different services to make them easily distinguishable at a glance
  6. Training Staff: Ensure all staff understand the three-layer color system (Service, Status, Confirmation)

Troubleshooting

Appointments Not Showing:

  • Check if the employee/resource filter is checked
  • Verify the date range is correct
  • Ensure the service filter includes the appointment's service
  • Check status and confirmation filters

Colors Not Displaying Correctly:

  • Verify service colors are configured in Inventory → Products → Service
  • Check Calendar Event Status colors are set
  • Ensure confirmation status colors are properly configured

Calendar Not Loading:

  • Verify you have selected a valid location
  • Check your internet connection
  • Refresh the page if needed

Note: The three-layer color system (Service = Background, Status = Top Bar, Confirmation = Border) allows you to understand appointment details at a glance without opening individual appointments. This visual system dramatically improves scheduling efficiency and reduces the need to click into appointments for basic information.

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