Schedule an appointment
Book a single appointment or a recurring series, with the right service, location, and client. The basics in five minutes, plus the few things people miss.
- Your locations created, so you can pick where the appointment happens (lesson 1.3)
- The services you offer, set up under Settings → Scheduling → Services (lesson 1.4)
Book a one-off appointment
- From Calendar, click + New → Book appointment, or click the slot directly on the calendar grid.
- Choose the date and time.
- Pick the client, the service, and the location. The service sets the duration; the locations are the ones you created in Lesson 1.3.
- Click Create. Carepatron then asks whether to send attendees a confirmation email: choose Send, or Do not send if you've already told them.
Recurring appointments
While booking, open the date and time, click Doesn't repeat, and choose Daily, Weekly, Every 2 weeks or Monthly. For anything else, choose Custom: repeat every few days, weeks or months, pick the days of the week, and set when it ends, on a date or after a number of occurrences.
One catch: you can't convert an existing single appointment into a recurring series after the fact. If a client wants weekly from now on, create a new recurring booking from today and let the original stand alone.
Drag, drop, and reschedule
To move an appointment, drag it to a new slot on the calendar. A Send confirmation prompt asks whether to email attendees about the change: choose Send if it's their first time hearing about it, Do not send if you've already messaged them. If you moved it by mistake, click Undo.
You can also add custom appointment statuses (Calendar → gear icon → Manage statuses) to track whatever states your practice uses.
Locations and client addresses
If you do home visits, you can use the client's saved home address as the location. Add the client to the appointment first, then in the location field choose Use client location and pick their address.
Useful for mobile physiotherapists, occupational therapists running home assessments, or any practitioner who travels.
Tick these off in your own workspace before moving on.
Five scheduling patterns to try.
Pick the one closest to your day and follow the same pattern.
Initial assessment (60 min, in-person), then weekly therapy recurring every Tuesday 10:00 for 8 weeks.
30-minute telehealth review using the Carepatron video location. The client clicks the join link in their email.
Plus or Advanced: a Group event service with an attendee limit of 4, recurring every Friday for 6 weeks.
Physio session with the location set to the client's saved home address (choose Use client location when booking).
Client emails to push their Tuesday to Wednesday. Drag the appointment to the new slot, choose Send in the confirmation prompt, done.
Can I convert an existing single appointment into a recurring series?
No, you can't convert an existing appointment after the fact. Create a new recurring appointment from today and leave the original as a one-off.
What happens when I drag-and-drop an appointment to a new time?
The appointment moves and a Send confirmation prompt asks whether to email attendees. Choose Send if they don't know yet, or Do not send if you've already told them outside Carepatron. You can Undo the move straight away.
Can I use a client's home address as the appointment location?
Yes. Add the client to the appointment, then in the location field choose Use client location and pick the address saved on their profile. Useful for mobile and home-visit practitioners.
Where do I set up custom appointment statuses?
Calendar → gear icon → Manage statuses, then New status under the group you want. Use this to add states that fit your practice, such as 'Pre-op consult'.
Why doesn't a service show up when I'm booking?
When you book from the calendar, every service in your workspace is listed, so check the service exists under Settings → Scheduling → Services. The other checks (the service is bookable online, has practitioners assigned, and they have availability) only affect what clients see when they book online. Practitioners set those under Settings → My Profile → Services and availability.
Can I block out time without creating an appointment?
Yes. On the calendar, choose New → Out of office and set the dates. With Automatically decline events on, new events and appointments in that period are declined. To change your regular online booking hours, edit Availability under Settings → My Profile → Services and availability. A day with no times set shows as Unavailable. A New date override changes your hours on a single date.
How do I see another team member's calendar?
Use the team filter at the top of the Calendar view. If your scheduling access is Everything you can see everyone's calendar; with Own calendar you see your own.