Appointments
The Appointments section is your clinic's scheduling hub. It shows every appointment in a live calendar, lets you manually book sessions for patients, reschedule or cancel existing appointments, and send push notification reminders — all from a single screen.
Find it in the left-hand sidebar under Appointments. The page opens with the subtitle Manage your clinic schedule.
The calendar
The calendar occupies the top of the page and supports three views: Month, Week, and Day. You can switch between them at any time using the three-button toggle in the top-right corner of the page.
Navigating the calendar
The top-left of the page contains navigation controls:
- Left arrow (‹) — go back one month, week, or day depending on your current view
- Today button — jump to the current date
- Right arrow (›) — go forward one month, week, or day
- The period label next to the arrows updates automatically (e.g., March 2026 in month view, 10 Mar – 16 Mar 2026 in week view, Thursday, 13 March 2026 in day view)
Month view
The month calendar runs from Monday to Sunday. Each day cell shows:
- The date number in the top-left corner — today's date is shown in a filled circle
- Up to three coloured bar indicators, one per appointment scheduled on that day
- A +N more label if there are more than three appointments on a single day
The colour of each bar indicates the appointment's status:
| Colour | Status |
|---|---|
| Primary (blue/brand) | Scheduled |
| Emerald green | Confirmed |
| Slate grey | Completed |
| Red | Cancelled or No Show |
Clicking a day cell in month view switches directly to Day view for that date, showing the full appointment list for that day.
Below the month calendar, a summary card appears showing the appointments for the currently selected day — displayed as a list with the time, patient name, service, provider, and status badge.
Week view
The week view shows seven columns — one per day, Monday through Sunday. Each column lists appointments for that day as small coloured chips showing the appointment time and the patient's first name. Today's column header is highlighted. Clicking a column header selects that day; a detail card below the grid then shows the full list for that day, including service and provider names.
Day view
Day view replaces the calendar with a table. The table has six columns:
| Column | What it shows |
|---|---|
| Time | Start and end time (e.g., 9:00 AM – 10:00 AM) |
| Patient | Full name on the first line; email address below in smaller text |
| Service | The name of the booked treatment |
| Provider | The name of the assigned staff member |
| Status | A coloured status badge (see statuses below); a green bell icon appears if a reminder has been sent |
| Actions | A ⋯ menu for managing the appointment |
If there are no appointments on the selected day, the table is replaced with a placeholder and a Back to Month View button.
Appointment statuses
Every appointment carries one of five statuses. They appear as coloured badges throughout the calendar and the day view table.
| Status | Badge colour | What it means |
|---|---|---|
| Scheduled | Outline (no fill) | The appointment has been created but not yet confirmed |
| Confirmed | Emerald green | The appointment has been confirmed — this is the default status for patient self-bookings |
| Completed | Grey | The appointment has taken place and been marked as completed |
| No Show | Red | The patient did not attend |
| Cancelled | Red | The appointment was cancelled by staff or the patient |
The Actions menu (⋯) is only available for appointments that are not cancelled, not completed, and not marked as No Show. Once an appointment is in any of those states, it is read-only in the CRM.
Filtering appointments
Two filters appear at the top of the page, to the right of the navigation controls:
- Provider filter — a dropdown showing All Providers by default. Select a specific provider to show only their appointments across all calendar views.
- Search patient — a free-text search box. Type a patient's name or email address to filter the day's appointment list in real time.
Both filters apply together — you can narrow down to a specific provider's schedule and then search within that.
Creating a new appointment
- Click the New Appointment button in the top-right corner of the page.
- A slide-in panel appears, titled New Appointment, with the description Manually schedule an appointment for a patient.
- Fill in all required fields.
- Click Create Appointment.
A success notification reads Appointment created. The calendar refreshes and the new appointment appears immediately.
What each field means
| Field | Required | Description |
|---|---|---|
| Patient | Yes | Search by name using the search box above the dropdown, then select the patient from the list |
| Treatment | Yes | The service being booked — only products of type treatment are shown |
| Staff / Provider | Yes | The staff member who will deliver the treatment |
| Date | Yes | The date of the appointment — cannot be in the past |
| Start time | Yes | The time the appointment begins — defaults to 09:00 |
| End time | Yes | The time the appointment ends — automatically set to one hour after the start time when you change the start time; you can override it manually |
| Notes | No | Any internal notes about this appointment — shown only to staff |
The Create Appointment button remains disabled until Patient, Treatment, Staff / Provider, and Date are all selected.
If the patient you need does not appear in the dropdown, they need to be added to the clinic first via the Clients section before you can book an appointment for them.
Rescheduling an appointment
- In Day view, click the ⋯ (Actions) button on the appointment row.
- Select Reschedule.
- A dialogue box opens: Reschedule Appointment — Select a new date and time for [Patient Name].
- In the Date field, choose a new date (must be today or later).
- Once a date is selected, an Available Slots dropdown appears, showing real-time availability for that provider on the chosen date.
- Select a time slot.
- Click Reschedule to confirm, or Cancel to go back.
A success notification reads Appointment rescheduled. The appointment moves to its new slot on the calendar.
The available slots are loaded from the provider's real-time availability. If no slots appear for a date, it means the provider has no open time on that day. Choose a different date.
Cancelling an appointment
- In Day view, click the ⋯ (Actions) button on the appointment row.
- Select Cancel (shown in red).
- A confirmation prompt appears: Cancel this appointment?
- Click OK to confirm, or Cancel to go back.
A success notification reads Appointment cancelled. The appointment's badge changes to Cancelled and turns red. The Actions menu is no longer available for that appointment.
Marking a no show
- In Day view, click the ⋯ (Actions) button on the appointment row.
- Select Mark as No Show.
- A confirmation prompt appears: Mark this appointment as a no show?
- Click OK to confirm, or Cancel to go back.
A success notification reads Appointment marked as no show. The badge changes to No Show and turns red. The Actions menu is no longer available for that appointment.
Sending a reminder
You can send a push notification reminder to a patient directly from an appointment:
- In Day view, click ⋯ → Send Reminder.
- The Send Reminder dialogue opens, showing who the reminder is being sent to and the appointment summary.
- Choose a Template from the dropdown — the title and body fields are pre-filled based on your selected template.
- Edit the Title (maximum 60 characters) and Body (maximum 120 characters) if needed.
- Choose When to send:
- Send now — the reminder goes out immediately
- Schedule for... — pick a date and time; defaults to 24 hours before the appointment
- Click Send Now or Schedule.
A success notification reads Reminder sent. A small green bell icon appears on the appointment row in the day list to confirm that a reminder has been dispatched for that appointment.
Available templates
Templates are managed in your push notification settings. The standard templates are:
| Template label | When it is typically used |
|---|---|
| Appointment Reminder — 24h before | Sent the day before to prompt attendance |
| Appointment Reminder — 2h before | Sent the morning of the appointment |
| Post-Purchase Booking Nudge | Sent after a purchase to encourage booking |
| Welcome Message | Sent to new patients |
| Points Earned | Sent after a rewards transaction |
Merge tags in templates — such as {{service_name}}, {{time}}, {{clinic_name}}, and {{patient_name}} — are automatically replaced with the real appointment details before the notification is sent.
Adding an appointment to a calendar
For any active (non-cancelled, non-completed) appointment, the ⋯ menu offers three calendar export options:
| Option | What it does |
|---|---|
| Add to Google Calendar | Opens Google Calendar in a new browser tab, pre-filled with the appointment details |
| Add to Outlook | Opens Outlook Web in a new browser tab, pre-filled with the appointment details |
| Download .ics (Apple / other) | Downloads a standard .ics file for import into Apple Calendar or any other calendar application |
All three exports include the service name, patient name, provider, date, start and end time, and your clinic's address.
Patient self-booking
Patients can book their own appointments through the Glovora mobile app without any staff involvement.
When a patient self-books:
- The patient browses providers and treatments available at your clinic from within the app.
- They select a service, choose a provider, and pick an available date and time slot.
- The booking is submitted and confirmed immediately.
- The appointment appears in your CRM calendar at once, with a status of Confirmed.
- The patient receives a push notification confirming their booking.
Self-bookings appear in exactly the same calendar view as manually created appointments — there is no separate list for them. The only difference is that they arrive with a Confirmed status rather than Scheduled.
Patient self-bookings reflect your providers' live availability. Only slots that are genuinely free will be offered to patients.
Role permissions
The Appointments section is accessible to every CRM role. All of the following can be performed by any authenticated staff member regardless of their role:
| Action | Who can do it |
|---|---|
| View the calendar and appointment list | All roles |
| Create a new appointment manually | All roles |
| Reschedule an appointment | All roles |
| Cancel an appointment | All roles |
| Mark as No Show | All roles |
| Send a reminder | All roles |
| Export to Google Calendar / Outlook / .ics | All roles |
Common mistakes
Searching for a patient who has not been registered The patient dropdown only shows patients who have already been added to your clinic. If you cannot find a patient when creating a new appointment, go to Clients and add them first, then return to Appointments and book.
Trying to reschedule a cancelled or completed appointment The ⋯ Actions menu does not appear for appointments that are already cancelled, completed, or marked as No Show. If you need to book a new time for a patient whose appointment was cancelled, create a fresh appointment using the New Appointment button.
Selecting a date with no available slots when rescheduling The Available Slots dropdown is populated from the provider's live schedule. If it appears empty after you pick a date, the provider has no free time that day. Try a different date or a different provider.
Trying to mark a no show on a cancelled or completed appointment The Mark as No Show option only appears in the Actions menu for appointments with a status of Scheduled or Confirmed. If an appointment has already been cancelled or completed, the Actions menu is not available and the status cannot be changed.