By following these steps, users can easily switch between day, week, vertical, clinic, and provider views, allowing for efficient scheduling and organization of appointments.
1. Navigate to https://app.aestheticrecord.com/appointment/index
2. First, start in the Appointments tab
3. To view schedules for different clinic locations, click on this dropdown menu and select the clinic.
4. In the next drop down menu, you can choose to view the calendar by verticals, week, or day.
5. If you select "Week", you will be able to see your scheduled appointments and availability for that week as the Provider.
Gray spaces on the calendar indicate time slots outside the provider's schedule set in the schedule setup section.
This is especially useful in Week views, where you can quickly see available times, booked appointments and events, and closed schedule periods.
6. If you select "Verticals" You will be able to view vertical appointments booked. (On the left side you will see a key that indicates what each color means)
Tip: Tip! If you do not see this vertical option, you will need to enable vertical view- go to smart configuration, service verticals and click enable vertical view
7. If you select "Day" you will be able to see your scheduled appointments and availability for that day. Create an appointment or out-of-office event by clicking a white space on the calendar or selecting 'create' on the left.
Provider View vs. Clinic View
Provider View
Grayed out spaces indicate the time slot has not been opened through the schedule builder and the only way to book for these slots is to manually override and book an event outside of schedule hours. This is an internal action and cannot be done by the patient when booking online.
White spaces indicate available appointment times
Colored slots indicate a patient appointment that has been booked with the Provider. You can select a Provider's color through Settings > Teammates > Edit your Users.
Clinic View
White spaces indicate the time slot has not been opened through the schedule builder and the only way to book for these slots is to manually override and book an event outside of schedule hours. This is an internal action and cannot be done by the patient when booking online.
Grayed out spaces indicate available appointment times
Colored slots indicate a patient appointment that has been booked with the Provider. You can select a Provider's color through Settings > Teammates > Edit your Users.
Tip: Create an appointment or out-of-office event from clinic view as well, by clicking a white space on the calendar or selecting 'create' on the left.
Clinic View
8. If you click "Clinic View" You can choose day or week.
9. This is what the clinic view will look like! You will be able to see a grey shadow that shows the working hours for ALL providers and the appointments they have booked. Think of this as a bird's eye view to the day or week for all providers.
A great reason to view and schedule from here is if a patient calls to book an appointment and is more concerned with the next availability, rather than booking with a specific provider.
Provider View
10. This is the "Provider View". To book an appointment, select the provider name on the left side of the screen and click "Create" or directly into the calendar. You can also view a provider's calendar and availability by day or week using the drop down in the right hand corner.
If you see "No schedule defined for provider on selected date" this means there has not yet been a schedule set up for the specific date you are viewing. In order to create any event for that specific date you will need to set up a schedule through Smart Configuration > Provider > Edit the provider's schedule from there.
Remember, Gray spaces on the calendar indicate time slots outside the provider's schedule set in the schedule setup section.
Refer to this article for more information: Manage Providers' Schedules
FAQs
Q: Why am I unable to schedule certain appointments even when my calendar shows availability?
A: This typically occurs when services are linked to equipment/resources that have scheduling conflicts. To resolve:
Go to Smart Configuration > Equipment & Resources
Verify schedule setup for all linked resources
Check Smart Configuration > Services
Review equipment associations for the problem service
Confirm resource availability matches desired booking times