Scheduling Appointments

You can create appointments directly from the Calendar — either by clicking on an empty time slot or using the New Appointment button. The process is guided through a simple 3-step form.

Creating a New Appointment

Step 1: Choose the Date & Time

Option A — Click on the calendar:
Simply click on the day and time you want on the calendar. A new appointment form will open with that slot pre-filled.

Option B — Use the button:
Click the + New Appointment button (top right of the calendar) to open a blank form.

Fill in the following details:

Title — A name for the session (e.g., “Weekly Session” or “Initial Consultation”)
Date — The date of the appointment
Start time — When the session begins
Duration — Choose from common session lengths: 15, 30, 45, 60, 90, or 120 minutes
Session type — The format of the session (e.g., online, in-person)
Status — Usually starts as “Confirmed” when you create it manually

[Screenshot: Step 1 of the appointment form showing title, date, time, and duration fields]

If you click on an existing time slot on the calendar, the start time will be pre-filled automatically.

Step 2: Add Clients

Select which client (or clients) this appointment is for:

Use the search box to find a client by name
Click to add them as a participant
You can also add optional participants — people who are invited but not required to attend

Only active clients appear in the search list. If a client is missing, check that their account is active in Client Records.

[Screenshot: Step 2 showing client search and selected participants]

Step 3: Additional Details (Optional)

Add any extra information for this session:

Description / Notes — Private notes about this appointment (clients won’t see these)
Video call link — If session is online, add a video link here (or use AyloCare’s built-in call feature)
Location — If session is in-person, add the address or room

Click Save to create the appointment.

[Screenshot: Step 3 showing description, link, and location fields]

Recurring Appointments

For clients who come regularly (e.g., every week), you can set up a recurring appointment instead of creating them one by one.

When creating an appointment, turn on the Recurring option:

Frequency — Choose how often: Daily, Weekly, Bi-weekly, or Monthly
Repeat every — Set the interval (e.g., every 1 week, every 2 weeks)
Day of week — Which days the recurring session falls on
End date — When the recurring series should stop

[Screenshot: Recurring appointment settings with frequency and end date options]

When you edit or cancel a recurring appointment, you’ll be asked whether to apply the change to just this session, or to this and all future sessions in the series.

Blocking Unavailable Time

Need to block out time when you’re not available? You can create an Unavailable slot on the calendar:

Click on any time slot on the calendar
In the appointment form, switch the type to Unavailable
Set the start and end time
Click Save

This slot will appear on your calendar and prevents clients from booking during that time.

[Screenshot: Unavailable time block on the calendar shown in grey]

Tips for Smooth Scheduling

Check for conflicts — AyloCare will warn you if a new appointment overlaps with an existing one
Use the week view for day-to-day scheduling — it gives you the clearest picture of your time
Session duration options — Standard options are 15, 30, 45, 60, 90, and 120 minutes
Time zones — Appointments always display in your configured timezone