Managing Appointments
Once appointments are scheduled, you can view their details, make changes, reschedule, or cancel them directly from the calendar.
Viewing Appointment Details
Click on any appointment on the calendar to open the Appointment Details panel on the right side of the screen.
Here you’ll find:
- Date & time of the session
- Client name(s) — who the appointment is with
- Session type — online, in-person, etc.
- Status — confirmed, pending, cancelled, etc.
- Payment status — whether the session has been paid
- Video call link — if the session is online
- Notes — any notes attached to this appointment
- Description — additional details about the session
[Screenshot: Appointment details panel on the right side showing all appointment info]
Editing an Appointment
To make changes to an appointment:
- Click the appointment on the calendar to open the details panel
- Click the Edit (pencil) icon
- Update the fields you want to change
- Click Save
You can change the title, date, time, duration, session type, participants, and more.
Editing Recurring Appointments
If the appointment is part of a recurring series, you’ll be asked which sessions to update:
- This session only — Change just this one occurrence
- This and all following sessions — Update this and every future session in the series
[Screenshot: Dialog asking whether to update just this session or all future ones]
Changes to the time or date of a recurring series will affect the scheduling of all future sessions. Double-check before confirming.
Rescheduling an Appointment
The quickest way to reschedule is to drag and drop the appointment to a new time slot directly on the calendar.
Alternatively:
- Click the appointment to open the details panel
- Click Edit
- Change the date and/or time
- Click Save
AyloCare will check for conflicts with your existing schedule automatically.
Changing Appointment Status
You can update the status of any appointment from the details panel:
| Status | When to use it |
|---|---|
| Confirmed | The session is scheduled and agreed upon |
| Cancelled | The session has been cancelled |
| No-show | The client didn’t attend |
| Completed | The session has taken place |
| Unpaid | The session happened but payment is pending |
Marking sessions as Completed or Unpaid helps you track which sessions need payment follow-up.
Cancelling an Appointment
- Click the appointment on the calendar
- Click the Cancel option in the details panel
- Optionally add a cancellation reason
- Confirm the cancellation
Your cancellation policy (set in Calendar Settings) determines how far in advance clients can cancel. If a client tries to cancel outside the allowed window, they’ll see a notice.
Cancelling a Recurring Series
When cancelling a recurring appointment, you’ll be asked:
- Cancel this session only — Just this one date
- Cancel this and all future sessions — End the recurring series from this point forward
Filtering Your Calendar
Use the Filters button (top of the calendar) to narrow down what you see:
- Filter by client — See only appointments with a specific client
- Filter by status — Show only confirmed, pending, or cancelled sessions
- Filter by session type — Filter by online vs. in-person sessions
[Screenshot: Calendar filter panel with dropdown options for client, status, and type]
This is especially useful in group practices or when you have a large number of appointments.