How to schedule appointments

Accessing Calendar: Week View

On your Dashboard, click on the "Schedule Appointment" action button. This will open the ProClient Calendar app. Click on Week View if it is not the default calendar view.

Scheduling an Appointment

On Calendar's Week View, you can click on any box to schedule an appointment. Note that if you click on a box that matches a past date, you will receive a pop-up warning you that “This appointment is in the past. Do you want to continue?”

Otherwise, you will get a pop-up scheduler asking for details about the appointment.

Adding Details in the Scheduler

You can choose the Appointment Type, Employee, Date and Time, Duration and Status by default. If you click the box for “Walk-In Appointment,” then you can only choose Appointment Type and Employee.

Selecting an Appointment Type is simple. Click on the dropdown menu and choose an appointment type from the listed options. You can also choose "Blockout Time" which will block clients from scheduling any appointments within the selected hours.

From the dropdown menu, you can also select to "Add Appointment Type" if none of the available options apply.

After selecting and Appointment Type, you can choose the Employee who is assigned to take the meeting.

Editing the Appointment Time

You can set the Date and Time of the appointment, its Duration and current Status.

The Status dropdown menu includes the following options:

• Scheduled
• Confirmed
• Canceled
• Reschedule
• Arrived
• No Show
• Running Late
•  In Progress

Adding Customer Information

Next, you can input the customer details.

Type in the box under Customer Details and you will get a list of matching customer profiles. Select the customer name. If you cannot find the customer name, you have the option to “Add New Customer” straight from the dropdown menu.

After you have selected a customer name, you will see the customer details including name, home address, email address and spouse (if any).

Below this brief customer profile, you will be able to add Customer Notes. Click on the plus sign to open a window where you can type in your notes concerning that client.

You also get a space for Appointment Notes. Type the notes directly into the box.

Finally, you can select whether the client will receive a notification of the scheduled appointment, and whether they receive the notification via text, email or both.

When all the details are set, click confirm. If the appointment is scheduled outside of regular business hours, you will get a warning pop-up. Click “Schedule it!” if you still wish to confirm the scheduling of the appointment.

Back to ProClient Calendar

Return to Calendar. You will see a notification that you successfully scheduled an appointment. You will also see a colored block for the appointment on the Calendar view.

If you wish to edit the appointment details, you can click anywhere in the block to open the Appointment dialog box. For more information, see: How to edit and adjust appointments