Creating, Editing, Moving and Cancelling Appointments

This is the day-to-day heart of the Scheduler: putting appointments on the calendar and keeping them accurate as plans change.

Who should read this: receptionists, secretaries, and every professional who books their own commitments.

Prerequisites: an organization selected in the Scheduler; for bookings with a professional, that professional's agenda must be open (unless you are booking your own).

Creating an Appointment

There are two ways to start:

• Click New appointment at the top of the page, or
• Click directly on a free time slot in the calendar — the dialog opens with that time pre-filled. In the team view, clicking a slot in a professional's lane also pre-selects that professional.

The New appointment dialog asks for:

1. Title — what the appointment is about (required). Example: "Spay surgery — Luna".
2. Event type — Surgery, Vaccine return, Exam delivery, Grooming, or General event. Picking a type fills in a sensible default duration and busy setting; see Native Event Types.
3. Start and End — shown in the organization's time zone.
4. Professional — who will attend. Leave empty for an organization event. Some types have their own rules: a vaccine return belongs to the organization's agenda and clears this field automatically.
5. Patient — the animal, when the appointment concerns one. Selecting a patient also fills in its owner as the client.
6. Client — the pet owner (tutor).
7. Notes — anything the team should know.

Then two switches:

• Show as busy — when on, the appointment occupies the agenda: no other busy appointment can overlap it. Turn it off for reminders and flexible commitments that shouldn't block the schedule.
• Private appointment — when on, other users see only Busy in place of the title and cannot open the details. Use it for personal commitments.

Click Save. The appointment appears on the calendar in its type's color.

Booking for a professional? Check availability first

When a professional is selected, the dialog offers Find available times — real free slots based on their working hours, blocks, and existing appointments. See Finding Available Times.

Editing an Appointment

1. Click the appointment on the calendar. The Appointment details dialog opens.
2. Change what you need — time, professional, notes, switches.
3. Click Save.

If the appointment is part of a repeating series, an extra Apply change to field lets you choose whether the change affects only this occurrence, this and future occurrences, or the entire series — see Recurring Appointments.

Private appointments of other users cannot be edited

If you open one, the dialog shows "This is a private appointment. Only availability is visible." and the fields stay locked.

Moving (Rescheduling) an Appointment

You can drag an appointment to a new time directly on the calendar grid. The change is validated like any edit: if the new time conflicts with a busy appointment or violates the professional's agenda rules, the appointment returns to its original place and a message explains why.

For bigger changes — a different day in month view, a different professional — open the appointment and edit the fields instead.

Cancelling an Appointment

1. Click the appointment to open Appointment details.
2. Click Cancel appointment.
3. Confirm in the "Cancel this appointment?" prompt.

The appointment leaves the calendar and no longer counts as active — its time becomes bookable again. For repeating series, choose the scope first in Apply change to.

Cancelling is final

A cancelled appointment does not return to the calendar. If the client rebooks, create a new appointment.

Business Rules Worth Knowing

• Title, organization, and a valid period (end after start) are always required.
• Booking into a colleague's agenda requires it to be open, within working hours, and outside availability blocks. The professional booking their own agenda skips these three checks.
• Two appointments marked Show as busy can never overlap in the same professional's agenda.
• Conflict and validation messages leave the dialog open, so you can adjust the time and try again — nothing is lost.

Common Problems

Message or symptom	What it means	What to do
A conflict message appears on save	The period overlaps a busy appointment	Pick another time, or use Find available times
"Agenda is closed" style message	The professional's agenda is not open for colleagues	Ask the professional or a manager to open the agenda
The dialog rejects the period	End before start, or a time made invalid by daylight saving	Correct the Start and End fields
Fields are locked with a privacy notice	The appointment is private to another user	Book around it — only availability is visible

Related Articles

• Native Event Types and Their Rules
• Finding Available Times
• Recurring Appointments
• Common Problems and Safe Recovery

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If you encounter any difficulties during this process, do not hesitate to contact our support.