The calendar

The calendar is your working diary. It shows your appointments and lets you manage your day at a glance.

Moving around

The top of the calendar has two rows. The first is for getting to the right day:

• Day, Week and Month switch the view. Day view is the detailed clinic-floor view; week gives you the shape of your week; month is for planning ahead.
• The arrows either side of Today step one day, week or month, depending on the view you are in. Today brings you back to now.
• In day view there are also double arrows on the outside, which move a whole week at a time. Handy for booking someone back in four weeks.
• The Go to date box beside the arrows opens any date you pick, in the view you are already in.

Choosing what the diary shows

The second row holds the practitioner choice (in week view), then three buttons:

• View opens a short list of switches: Hide patient names, Show cancelled and Show full day. A number on the button tells you how many are on. Month view only offers Hide patient names.
• Key explains every colour and mark you might see on the grid, including Your colours: the colours you have given your appointment types and treatment categories.
• Export downloads the day or week as a spreadsheet. See Exporting your diary to a spreadsheet.

Show full day runs the grid from midnight to midnight, for the odd out-of-hours booking. It switches itself off when you leave the calendar.

On a phone, these options sit behind the More diary options button at the top.

How many of each treatment are booked today

Day view shows the treatments-booked line under the date when there are bookings to count. It shows the total number of booked treatments and how many of each treatment, for example 12 booked, then Anti-wrinkle 5, Lip filler 3 and so on, each with its category colour.

• Confirmed, completed and pending reservation-fee appointments are counted. Cancelled appointments and no-shows are not.
• Each treatment in a multi-treatment visit is counted on its own.
• Blocked time is not counted, and an appointment with no treatment set is counted as Other.
• The line is hidden while patient names are hidden, because treatment names are part of what that setting takes off the screen.

Drawers

Click an appointment to open a drawer from the side with its full detail: the patient, the treatment, payment status and quick actions. The drawer keeps you on the calendar rather than navigating away, so you can deal with one appointment and move straight to the next.

Day statuses

On the day itself, you can mark where each patient is up to. Open the appointment and, under Day status, tap Arrived, Ready or In progress, or Clear to remove it. The status shows on taller appointment tiles. Compact tiles for appointments under 20 minutes omit it; open the drawer to check those. See Tracking patients through the day: Arrived, Ready, In progress.

Hiding patient names on a shared screen

If your diary is on a screen a waiting patient can see, press View and turn on Hide patient names. Every appointment then reads Patient instead of the name and treatment, in day, week and month view, and a Names hidden button appears in the toolbar. Opening an appointment still shows everything in its drawer.

Tapping Names hidden opens the options rather than showing the names straight away, so a stray tap with a patient at the desk does not give anything away.

The choice is remembered on that browser only. Turn it on at the reception computer and leave it off on the one in your office. It is off until someone turns it on.

Working the diary

• Use day view during clinic and week view to plan.
• Open the drawer to see and act on any appointment without losing your place.
• Use the treatments-booked line to see the shape of the day before it starts.

Grid intervals

The diary grid uses your clinic's booking interval. Clicking an empty space starts at the interval containing that point; dragging snaps to the interval lines.

Treatment colours

In Settings, Treatments, category colours come from twelve named choices: Mint, Teal, Sky, Blue, Violet, Lavender, Pink, Coral, Peach, Gold, Lime and Stone. Existing stored colours are displayed using the closest preset.

Appointment tiles use a tinted fill and colour bar. Completed appointments turn grey and keep the treatment colour on the bar; no-shows have a hatched fill. Use Key to check the diary marks.