Schedule visits with all options and configurations.

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Before You Begin

Ensure you have:

• Client with allocated units
• Team member with matching speciality
• Working hours set for team member

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Quick Appointment Creation

Step 1: Start New Appointment

From any screen, click + New Appointment or:

1. Go to Schedule
2. Click on a time slot
3. Or click + Add Appointment

Step 2: Select Client

1. Search by name
2. Click to select
3. System shows available units

Step 3: Select Team Member

1. Search by name
2. Or click Suggested to see qualified staff
3. System filters by:
   • Matching speciality
   • Available during time slot
   • Within working hours

Step 4: Set Time

Field	Description
Date	Appointment date
Start Time	When it begins
End Time	When it ends (or duration)
Duration	Auto-calculates from times

Step 5: Service Details

Field	Description
Service Type	CE, SH, SFC, or STAB
Location	Client home, community, facility
Notes	Instructions for caregiver

Step 6: Save

Click Create Appointment

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Appointment Options

Recurring Appointments

Create weekly repeating appointments:

1. Toggle Recurring on
2. Select days: M T W Th F Sa Su
3. Set End Date (how long to repeat)
4. Click Create Series

Transportation (NEMT)

If client has NEMT:

1. Toggle Include Transportation
2. Set pickup window
3. Set return window
4. System links to NEMT request

Draft Mode

Create appointments without publishing:

1. Toggle Save as Draft
2. Appointment saves but isn't visible to staff
3. Publish later with other drafts

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Appointment Status

Status	Meaning
Scheduled	Upcoming, not started
Started	Caregiver has clocked in
Completed	Finished with notes
Cancelled	Won't happen (with reason)
Draft	Not yet published

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Editing Appointments

Before It Starts

1. Open appointment
2. Click Edit
3. Change any field
4. Save changes

After It Starts

Limited changes allowed:

• Notes
• End time (extend/shorten)
• Cannot change client or staff

Cancelling

1. Open appointment
2. Click Cancel
3. Select reason:
   • Client cancelled
   • Staff unavailable
   • No show
   • Other
4. Confirm

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Validation Checks

System warns if:

Warning	Cause
No units available	Client exceeded allocation
Staff conflict	Already scheduled at this time
Client conflict	Another appointment overlaps
Outside working hours	Staff not available
No matching speciality	Staff can't provide service

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Scheduling from Calendar

Week View

1. Go to Schedule → Week View
2. Click and drag on time slot
3. Fill in appointment details
4. Save

Day View

1. Select specific day
2. See all appointments
3. Click empty slot to add

Month View

1. Overview of all appointments
2. Click day to drill down
3. Color-coded by status

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Bulk Scheduling

Create multiple appointments at once:

1. Go to Schedule → Bulk Create
2. Select client
3. Select team member
4. Choose days and time
5. Set date range
6. Preview appointments
7. Click Create All

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Tips

• Check units first — Avoid overbooking
• Use suggested staff — Saves time, ensures match
• Add notes — Special instructions for caregiver
• Set recurring — Save time for regular schedules

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Troubleshooting

Can't select team member

Check:

• They have matching speciality
• They're available at that time
• Their account is active

"Insufficient units" error

• Review client's unit balance
• Adjust appointment duration
• Request additional authorization

Appointment not showing for staff

• Check status isn't Draft
• Verify staff is assigned correctly
• Have staff refresh their app

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Related Articles

• The Draft Schedule Workflow — Build and publish schedules
• Copying Weekly Schedules — Duplicate schedules
• Managing Service Units — Unit allocation