Creating a calendar event

Creating a calendar event lets you block off time on your calendar that isn’t associated with a specific client, such as for a personal meeting or time away from appointments.

As events are intended to be non-clinical, they won’t be included in data exports. We recommend only using appointments to reflect clinical activity.

Note: If you’re on the Essential or Starter plan, you can use calendar events to indicate that you’re out of office. If you’re on the Plus plan, see Managing out of office blocks.

In this guide, we'll cover:

• Creating a calendar event
• Editing, duplicating, or deleting a calendar event

Creating a calendar event

To create a calendar event:

1. Navigate to your calendar 
2. Click + > Schedule appointment
   • Alternatively, you can click on a free space anywhere on the calendar
3. Select Event

4. Add an event name, if needed
5. Click the circle next to the event name to select a color for the event block, if needed
   • On the Plus plan, this color will appear when the color coding filter is set to Status
     • If the color coding filter is set to Clinician, the event will appear with the color designated to the clinician
   • If you don't select a color, or have the color coding filter set to Service code, the event block will appear as dark gray on the calendar after you create the event

Note: Color coding for events is available on all plans.

6. Check Private if the event should only be visible to you
   • No other team members, including the Account Owner, will be able to see the event on your calendar
7. Set up the following information for your event:
   • Check All day if the event will span the entire day
   • Choose a date, start time, and end time

8. If you have other team members in your account, you can choose another team member for the event

Note: Only events assigned to yourself can be marked as private. If you assign the event to another team member, the event will no longer be private.

9. Choose a location for the event
   • The Video Office location won’t be available for selection as this is intended for telehealth appointments only
10. Check the box for Recurring if this event will repeat for a certain duration
    • You can select how often and when the event repeats, and when the recurring series will end

Important: A calendar event will block off your availability for the duration of the event, regardless of any availability you have set up for that day. For more information, see Troubleshooting your availability.

11. Click Add memo to include an optional note for the event, such as reminders, instructions for staff, or links
12. Click Save

Note: If you have scheduling conflict alerts enabled, you can receive an alert if you create an event at the same time as an appointment you're associated with. For more information on enabling these alerts, see Customizing calendar times and alerts.

Adding a calendar event will prevent appointment requests from being available for the duration of the event. For more information, see Troubleshooting your availability.

An All day calendar event will appear at the top of the day or days as a bar.

Editing, duplicating, or deleting a calendar event

To edit an event:

1. Navigate to your calendar
2. Select the event on your calendar
3. Edit any of the fields
4. Click Save

You can duplicate an existing event, then make changes to the duplicate event. To duplicate an existing event, select the page icon at the bottom left of the flyout.

To delete an event, click the trash can button in the bottom left of the flyout.