Schedule an appointment
Book a single appointment or a recurring series, with the right service, location, and client. The basics in five minutes, plus the few things people miss.
Book a one-off appointment
From Calendar click + New → Book appointment, or click the slot directly on the calendar grid. Choose date and time at the top. Pick the client, the service, and the location (the service determines the duration; the location is whatever you set up in Lesson 1.3). Save. The client gets an automatic confirmation email if their notification settings allow it.
Recurring appointments
While booking, click the Doesn't repeat dropdown → Custom. Set the frequency (daily, weekly, fortnightly, monthly), which days of the week, an occurrence limit or end date. Save. One catch: you can't convert an existing single appointment to a recurring series after the fact, if a client wants weekly going forward, create a new recurring booking from today and let the original stand alone.
Drag, drop, and reschedule
To move an appointment, drag it to a new slot on the calendar. A confirmation prompt asks whether to notify attendees, say yes if it's their first time hearing about the change, no if you've already messaged them. You can also use custom appointment statuses (Calendar → gear icon → Manage statuses) to mark appointments as 'Scheduled', 'Completed', 'No-show', or anything else your practice tracks.
Locations and client addresses
If you do home visits, pull a client's saved home address straight into the location field when booking, it appears in the dropdown alongside your physical and virtual locations. Useful for mobile physiotherapists, occupational therapists running home assessments, or any practitioner who travels.
Five scheduling patterns that come up the most.
Pick the one closest to your day and follow the same pattern.
Initial assessment (60 min, in-person), then weekly therapy recurring every Tuesday 10:00 for 8 weeks.
30-min telehealth review with Carepatron Telehealth location, client just clicks the join link in their email.
Group event service with capacity 4, recurring every Friday for 6 weeks.
Physio session, location set to the client's saved home address from their profile (it appears in the location dropdown at booking).
Client emails to push their Tuesday to Wednesday, drag the appointment to the new slot, confirm 'notify attendees', done.
Can I convert an existing single appointment into a recurring series?
No, you can't convert an existing appointment after the fact. Create a new recurring appointment from today and leave the original as a one-off.
What happens when I drag-and-drop an appointment to a new time?
The appointment moves and a prompt asks whether to notify attendees. Say yes if they don't know yet; say no if you've already told them outside Carepatron.
Can I use a client's home address as the appointment location?
Yes, if the home address is saved on the client's profile, it appears in the location dropdown when booking. Useful for mobile and home-visit practitioners.
Where do I set up custom appointment statuses?
Calendar → gear icon → Manage statuses → + New status. Use this to add states like 'No-show', 'Confirmed', 'Pre-op consult' that fit your practice.
Why doesn't a service show up when I'm booking?
Check the service is enabled for online booking, has practitioners assigned, and the practitioner has availability for that service. Settings → My Profile → Service and availability is where most of these are wired together.
Can I block out time without creating an appointment?
Yes. Carepatron supports blocking out time so it doesn't appear as bookable. Set this up from your Calendar's + New menu; check Settings → My Profile → Service and availability to fine-tune when you're not bookable.
How do I see another team member's calendar?
Use the calendar filter at the top of the Calendar view to switch between team members or view team-wide. Admins can see everyone; team members see their own by default.