How To Schedule A New Event

[Navigation] Schedule > Add Event

[Accordion] Overview

The Event Details form is used to enter all the information required to schedule an event.

It provides a comprehensive set of options for configuring appointments, including timing, participants, location, service details, and any additional requirements needed to ensure accurate scheduling.

[Permissions] The staff must have Full access to the Scheduling module [Staff > Staff Info > System Permissions > Schedule]

[Accordion] Adding a New Event/Appointment

To create a new event, double-click or tap an available time slot in the calendar view. This will open the Create New Event dialog.

1. Basic Details:
   • Description (required): Provide a short description to help identify the event
   • Location: Select a location from the available list, or enter a custom location if needed
2. Scheduled Event Time:
   • All Day Event: Check this box to mark the event as an all-day event
   • Start and End Time: Specify the event’s starting and ending times
   • [[img:autorenew >> lbl:Create Recurrence]] Click/Tap this option to convert a single event into a recurring event. A recurring event repeats multiple times and remains linked to its other occurrences (e.g., a weekly team meeting)
3. Event Options: 
   • Private Event: Check this box to mark the event, Private
     • Generally used to reserve time on the schedule for activities that are not associated with a patient appointment, such as meetings, administrative work, training, or personal time.
     • Public and private event permissions can be granted on a per-user basis, or in bulk, by going to: Staff > Staff Info > Additional Options > Scheduler Settings > Grant Permissions
   • Event Type: Select the type of event from the pre-entered list of event types
     • To add or manage schedule event types, navigate to: Global Search > Maintenance Forms > Schedule Event Type Input
     • Color-code events, automatically create linked appointments, and choose to suppress appointment reminders based on event type
   • Show Time As: Choose how the event appears on the schedule (e.g., Free, Busy)
     • Free: The timeslot is still available for searching using the Find Available Timeslot feature
     • Tentative, Busy, and Out of office: The timeslot will not appear as available for scheduling 
4. Linked Staff:
   • [[img:add>> lbl:Add Specific Staff >> lbl: | >> img:more_vert]] Click/Tap to access options for managing staff for the event
     • Add Specific Staff Member: Add an individual staff member to the event
     • Add Staff from Distribution List: Select multiple staff members from an existing distribution list
     • Add All Staff Members: Link all staff members at once
     • Add Me: Add yourself to the event
     • Remove Selected Staff: Remove a previously linked staff member
5. Linked Patient:
   • [[img:add>> lbl:Add Specific Patient >> lbl: >> lbl: | >> img:more_vert]] Click/Tap on to manage patients for the event
     • Add Specific Patient: Add an individual patient to the event
     • Add Patient from Scheduling Group: Add multiple patients from an existing scheduling group
     • Remove Scheduling Group: Remove a scheduling group from the event
     • Remove Selected Patient: Remove a previously added patient
     • Create and Add New Intake: Access demographics to create a new intake that will be associated to this event
6. Telehealth User: Select the appropriate telehealth staff member
   • [[img:videocam >> lbl: >> lbl: | >> img:more_vert]] Click/Tap to manage telehealth participants:             
     • Copy Staff Join Link to Clipboard: Copy the telehealth session link for staff
     • Copy Patient Join Link to Clipboard: Copy the telehealth session link for patients
     • Join Session: Join the telehealth session
     • Send All Patients Join Link by SMS: Send the session link to all patients via text message
     • Send All Patients Join Link by Email: Send the session link to all patients via email
     • Send All Staff Join Link by SMS: Send the session link to all staff via text message
     • Send All Staff Join Link by Email: Send the session link to all staff via email
7. Directions:
   • Distance: Enter the travel distance for the appointment (in miles)
   • Time: Enter the estimated travel time (in minutes)
8. Appointment Info:
   • Program: Choose the program associated with the appointment
   • Service: Choose the service being provided during the event
   • Payor: Displays the patient's active primary insurance (only applicable if a single patient is associated with the event)
9. Notes: Add any additional comments, reminders, or important details related to the event. You can also select from predefined common phrases
10. [[lbl:More >> lbl: >> lbl: | >> img: more_vert]] Displays additional options
    • Create Linked Appointment: Create the Appointment Record associated with this Schedule Event
    • Cancel & Create Appointment: Deletes the Schedule Event and creates an associated Appointment Record
    • Appointment Reminder Card Print: Print a physical appointment reminder card to give to the patient
    • Appointment Reminder Card Email: Send a digital version of the appointment reminder card to the patient via email
    • [[img:delete >> lbl:Delete Event]] Deletes the event from the Schedule
    • [[img:save >> lbl:Save and Close]] Saves all changes and closes the window
    • [[img:save>> lbl:Save]] Saves your changes
    • [[img:close>> lbl:Close]] Closes the window without saving if you don’t want to keep the changes

[Accordion] Adding a  Recurring Event

A recurring event is an event that happens more than once and is connected to the other occurrences. For example, a weekly team meeting is a recurring event. Instead of creating separate events for each week, you can set up one event with a recurrence pattern. This allows the system to automatically schedule the event repeatedly over a specified time period. For instance, creating a weekly recurring event for one year is much easier than manually scheduling 52 individual events on the same day each week.

Steps to Create a Recurring Event:

[[img:autorenew >> lbl:Create Recurrence]] Click/Tap to convert the event to a recurring event

1. Event Time:
   • Start/End Time (required): Set the Start Time of the scheduled event. Once you select the event duration, the End Time will populate automatically
   • Duration (required): Specify the length of the event (e.g., 30 minutes)

2. Recurrence Pattern (Frequency)

   • Daily – The event repeats every day or every set number of days

   • Weekly – The event repeats on selected day(s) of the week (for example, every Monday)

   • Monthly – The event repeats on a specific date each month (such as the 15th) or a pattern (like the first Monday)

   • Yearly – The event repeats once a year on a specific date (such as March 10)

3. Range of Recurrence (Duration)
   These settings determine how long the recurrence continues:

   • Start Date – The date when the recurring event begins

   • End After – The event stops after a specified number of occurrences

   • End By – The event stops on a specific date

   • No End Date – The event continues indefinitely until manually stopped

4. Interval Options
   Allows you to specify how often the recurrence happens within the pattern:

   • Every X days (daily pattern)

   • Every X weeks on selected days (weekly pattern)

   • Every X months (monthly pattern)

5. Selected Days or Dates

   • For weekly patterns, you can choose specific days (e.g., Monday and Wednesday)

   • For monthly patterns, you can choose a specific date or a relative pattern like “Second Tuesday”

1. Editing or Ending a Recurring Event: Click/Tap the event

Events in a recurrence are linked together as part of the same series. When you open a recurring event, the system will prompt you to choose whether you want to open only that single occurrence or the entire series. If you open and edit the series, any changes you make will apply to all events associated with that recurrence.

• This Event allows you to make one-time updates like location, time, or clinician without affecting past or future occurrences. If you make this choice, you will have the following options:
  • End Recurrence:  Will remove all future events from the schedule while retaining the event you are viewing and all past events 
  • Delete Occurrence (Displays when there is no linked appointment): This will delete the selected event
  • Delete Event (Displays when there is a linked appointment): This will delete the selected event, as well as prompt if you would like to delete the associated appointment
• All Events in the Series allows you to make changes to the event details and the recurrence settings for all events in the series. If you make this choice, you will have the following options:
  • Edit Recurrence: This will let you change the recurrence rule, but note that this will take the following actions:
    • Alter all past and future Events in the recurrence series to match the new recurrence rule
    • Reset all individual Events in the recurrence series that have been edited (series exception)
    • Remove the connection between all events in the series and their linked Appointments
  • Delete Series: Will remove all events in this series from the schedule

[Accordion] FAQs

[Q] What is the difference between a Schedule Event and an Appointment?

[A] A schedule event is an item that appears in the Schedule. This can represent a personal event, a patient event, a staff meeting, or a similar activity. An appointment is a record created to document the details of a patient appointment, including the interaction or cancellation of the event.

[Q] What if I want the recurring event to stop after a certain number of sessions?

[A] Choose “End After” in the Range of Recurrence section and specify how many occurrences you want.

[Q] How can I make changes to a series without affecting prior data?

[A] Best practice would be to end the existing recurrence and create a new one.

[Q] What will happen to my linked appointments if I delete an event from the schedule?

[A] Deleting or removing events from the schedule will not delete the previously linked appointments, unless you choose to do so when prompted.

[Q] How do I set an event as private?

[A] Check the Private Event box when creating or editing the event to restrict visibility.

[Q] How do I add a new Event Type?

[A] Go to Global Search > Maintenance Forms > Schedule Event Type Input to add or manage Event Types.

[Accordion] Related Articles

Editing Or Rescheduling Appointments

Editing Recurrence Events