The Schedule page provides a calendar view of all appointments at your clinic. It gives staff a real-time picture of who is coming in, what services are being provided, which rooms are occupied, and which appointments are telehealth sessions.
Navigate to Schedule in the sidebar to access the calendar.
Calendar Views
The schedule supports three calendar views:
| View | Description |
|---|---|
| Day View | A single day at full resolution — the view a busy clinic works from |
| Week View | Seven days at a time with a time-slot grid |
| Month View | A full month with appointment indicators |
Use the view toggle buttons in the calendar header to switch between views. Use the navigation arrows to move forward or backward in time, and the Today button to return to the current date.
Appointment Cards
Each appointment on the calendar is displayed as a color-coded card. The color corresponds to the service type assigned to the appointment.
Information displayed on appointment cards:
- Patient name
- Service type
- Assigned staff member
- Start time and duration
- Room/location
- Visit type indicator:
- Standard icon for in-person
- Video camera icon for telehealth
Creating an Appointment
- Click the New Event button in the calendar header, or click directly on a time slot
- The appointment creation form opens
- Fill in:
- Patient — search for the patient
- Service — the service being provided (e.g., “Initial Consultation”, “Follow-Up Therapy”)
- Staff — the clinician or practitioner assigned
- Room — the treatment room (optional but recommended for resource tracking)
- Date and time — start time of the appointment
- Duration — derived from the service’s default duration, but can be adjusted
- Visit type — In-Person or Telehealth
- Repeat — make it a recurring appointment (see below)
- Notes — any relevant details about the appointment
- Click Save
The appointment is added to the calendar and a corresponding Visit is created on the patient’s record. If the service requires a deposit, it is collected before the booking is confirmed.
Recurring appointments
Set a repeat rule on an appointment to create a series — weekly physiotherapy, a course of laser sessions. Editing one occurrence does not disturb the rest of the series.
Where a service defines Return visits (an interval and a number of sessions in a course), that is the cadence to follow.
Editing an Appointment
Click on any appointment card to open its detail panel. From there you can:
- Edit any of the appointment fields (patient, service, staff, room, time, type, notes)
- Reschedule by dragging the card to a new time slot on the calendar
- Delete the appointment (with confirmation)
Drag-and-Drop Rescheduling
In Day and Week views, appointments can be dragged to a new time slot to reschedule them. Click, hold, and drag the appointment card, then release it on the target slot to confirm.
Patient self-service
Patients can book, reschedule and cancel themselves from the portal. Your service’s cancellation window and fee are enforced there, so a patient rescheduling at short notice meets the same rule your front desk would apply.
Appointment Details
Clicking an appointment card opens a details panel showing:
| Field | Description |
|---|---|
| Patient | Name (links to patient profile) |
| Service | Service type and category |
| Provider | Assigned staff member |
| Room | Assigned treatment room |
| Time | Start time and end time |
| Duration | Length in minutes |
| Visit Type | In-Person or Telehealth |
| Notes | Any additional appointment notes |
Working Hours
Set your clinic’s operating hours from the calendar’s hour settings. They determine which part of the day the grid shows, and which timeslots are offered to patients booking themselves.
Times are resolved in the clinic’s timezone, not the viewer’s — a manager checking the calendar from another timezone sees the clinic’s day, not their own.
The Waitlist
Patients who want an earlier slot go on the waitlist rather than being lost to a phone note.
From the waitlist panel beside the calendar you can:
| Action | What it does |
|---|---|
| Add to waitlist | Record who is waiting, and for what |
| Send notification now | Tell a waiting patient a slot has opened |
| Mark as booked | They took the slot — remove them from the queue |
| Remove from waitlist | They no longer want it |
When a cancellation frees a slot, the waitlist is the first place to look.
Rooms and Color Coding
Appointments are color-coded by service type to make the calendar scannable at a glance. Each service can have a distinct color assigned in Services settings.
Rooms are shown as a label on each appointment. Room availability can be tracked visually — if two appointments are scheduled in the same room at the same time, a conflict indicator may be shown.
Each staff member also carries a calendar colour, which is what makes a multi-practitioner day readable at a glance.
Telehealth Appointments
When an appointment is marked as Telehealth, a video camera icon appears on the calendar card.
Telehealth sessions are initiated from the Visit tab on the record page — not directly from the Schedule calendar. The calendar serves as the scheduling interface, while the actual video call is conducted from within the patient’s treatment.
See Telehealth & Files for details on running video sessions.
Schedule and Visits
Every appointment on the calendar corresponds to a Visit on a patient record. When an appointment is created from the Schedule page, Zdrovia:
- Creates the calendar event
- Creates a Visit on the patient’s record — creating the record itself if there isn’t one yet
- Attaches the forms and files configured on the booked service
- Sends the service’s pre-instructions
This means changes made via the Schedule page are immediately reflected on the record page’s visit selector, and vice versa.
Tips
- Color-coding services makes it easy to scan the week view at a glance and see what types of appointments are clustered throughout the day.
- If a patient holds several records, make sure the visit lands on the right one so the history stays together.
- The Notes field on appointments is for scheduling context (e.g., “patient requested morning slot”) — clinical notes belong in the Chart editor on the record page.
- Work the waitlist when something cancels. It is the cheapest booking you will make all week.
- Set working hours before you publish a booking link, or patients will be offered slots you don’t work.