Calendar
The Calendar shows your appointments in a calendar or as a list. You create new appointments, switch between your personal calendar and a combined overview of colleagues and rooms, filter by status and period, and move appointments by dragging. From an opened appointment you change its status (cancel, no-show, complete) or delete it. The screen is intended for practitioners who plan and manage their appointments.
This screen replaces the older "Using the calendar" and "Scheduling appointments" documentation. The separate appointment detail page (Appointment detail) is documented separately.
Overview
| Route | /agenda (standard calendar), /agenda2 (experimental variant) |
| Audience | Practitioner |
| Required permissions | appointments.read (view); appointments.create (create); appointments.update (edit and status changes); appointments.delete (delete); rooms.read for the combined view |
/agenda2 is an experimental variant that offers the same functions on top of an alternative calendar library (EventCalendar instead of FullCalendar). The way you work with it is identical to the standard calendar.
How it works
The calendar is more than a list of time slots: an appointment's status determines which actions you may perform, a cancellation is automatically recorded as timely or late based on the moment, a recurring series lets you choose between a single appointment and the whole future, and when creating an appointment fields only appear when your choices call for them. Read this section before managing appointments so you understand why a button is or isn't available.
The status machine
Every appointment has a single status. The status determines which actions are available and is never skipped — you always move along a valid transition.
| Status | Meaning | Kind |
|---|---|---|
| Scheduled | Planned and not yet handled. The starting status of every appointment. | Open |
| Confirmed | Confirmed by or on behalf of the client (for example via a reminder). | Open |
| Completed | The appointment took place. | End status |
| Cancelled (>24h) | Called off well in advance. | End status |
| Cancelled (<24h) | Called off shortly beforehand. | End status |
| Cancelled | Called off after the start time had already passed. | End status |
| No-show | The client did not show up for the appointment. | End status |
From an open status (Scheduled or Confirmed) you can complete, cancel, or mark an appointment as no-show. The permitted transitions:
- Scheduled → Confirmed — when the client confirms; this runs through the reminders, not via a button in the calendar.
- Scheduled or Confirmed → Completed — with Complete.
- Scheduled or Confirmed → Cancelled — with Cancel appointment; the exact cancellation status follows from the timing (see below).
- Scheduled or Confirmed → No-show — with No-show.
The end statuses are mutually exclusive: you can no longer complete or mark a cancelled appointment as no-show, and you cannot cancel a completed appointment. To record a different outcome anyway, first use Undo.
Undo (Revert to scheduled) is the only transition back and is only available from an end status: it returns a completed, cancelled, or no-show appointment to Scheduled, so you can then pick the correct end status again.
Cancelling: >24h, <24h, or elapsed
You don't pick the cancellation status yourself — Scrivio derives it from the moment you cancel relative to the start time:
| Moment of cancelling | Status |
|---|---|
| 24 hours or more before the start time | Cancelled (>24h) |
| Less than 24 hours before the start time | Cancelled (<24h) |
| After the start time | Cancelled |
This distinction exists because of the billing consequence. Only completed appointments flow automatically into billing. A timely cancellation (>24h) does not result in a charge, whereas a late cancellation (<24h) or a no-show — depending on your agreements with the insurer or client — may still be charged. Recording the moment keeps it traceable afterwards whether a cancellation was timely.
Recurring appointments: this vs. this and future
If you create an appointment with a recurrence, a series of individual appointments is formed. When cancelling, moving, or deleting an appointment from such a series, Scrivio asks which appointments the action applies to:
- Only this appointment — only the opened appointment changes; the rest of the series stays unchanged.
- This and all future appointments — the opened appointment and every later appointment in the series change along with it. Appointments that have already taken place are left untouched.
For a single (non-recurring) appointment this choice does not appear.
Conditional fields when creating
The create dialog does not show all fields at once; they appear based on your choices:
| Choice | What appears or is derived |
|---|---|
| Appointment type | Pre-fills the title with the type's name (you can override it) and the end time with the type's default duration. A form linked to the type is attached to the appointment, so the submission later appears in the dossier. If the type requires a specific profession code, the dialog warns when the organizer is not qualified. |
| Location type = Physical | Shows the choice of site and a room within that site. |
| Location type = Online | Shows the online URL field for the video meeting. |
| Location type = Not applicable | Shows no location, room, or URL fields. |
| Staff + client(s) | The number of staff and clients determines the expected number of speakers for a later transcription (diarization). |
| Insured appointment type + one client | Scrivio looks up the matching care trajectory and, for a treatment session, checks the prerequisites (DSM-5 diagnosis, prior diagnostic appointment). |
Personal vs. combined overview
The calendar has two view modes (see Switch view mode). In personal mode you see only your own appointments. The combined mode lays the calendars of colleagues and the occupancy of rooms side by side and is therefore gated by the rooms.read permission: without it the combined view is unavailable. The combined mode only works in the calendar view; if you switch to the list view, the calendar returns to your personal appointments.
Create appointment
Create a new appointment in one of two ways:
- From the calendar — click an empty time slot at the desired moment. The date and time are then pre-filled.
- Via the button — click New appointment in the top right.
A dialog opens in which you fill in the appointment details.
| Field | Required | Notes |
|---|---|---|
| Appointment type | Yes | Choose a predefined type. It may carry a default name and a linked form. |
| Title | No | Optional custom title; the appointment type name is used by default. |
| Description | No | Additional note for the appointment. |
| Date | Yes | The date of the appointment. |
| Start time / End time | Yes | Start and end time. Use All day to make it a day-spanning appointment. |
| Blocks availability | No | Determines whether the appointment keeps the slot occupied or may overlap. |
| Location / Site | No | The site where the appointment takes place; for a physical appointment you can also pick a room. |
| Online URL | No | Link to the video meeting for online appointments. |
| Organizer | Yes | The responsible practitioner. |
| Staff | No | Extra colleagues for a multidisciplinary or internal meeting. |
| Client(s) | No | A single client, multiple clients (group session), or a client group. |
| Care trajectory | No | Link the appointment to one of the client's care trajectories. |
| Recurrence | No | Set up a recurring series. |
Click Save to create the appointment. Creating requires the appointments.create permission (or appointments.create.own for own appointments only).
Switch view mode
In the top left you switch between two view modes:
- Personal — shows only your own appointments: appointments where you are the organizer or a participant.
- Combined — shows the appointments of colleagues and rooms side by side in a single overview, handy for comparing availability and avoiding double bookings.
The combined view is only visible with the rooms.read permission. This mode is intended for the calendar view; if you switch to the list view, the calendar returns to personal mode.
Switch display
In the top right you switch between how appointments are shown using two buttons:
- Calendar view — the appointments in a calendar with a day, week, or month layout.
- List view — the appointments as a clickable list, with filters for status and period.
Your choice is remembered for your next visit.
Filter by status
In the list view (personal mode) you filter on appointment status using the Status: dropdown:
| Option | Shows |
|---|---|
| All statuses | All appointments, regardless of status. |
| Scheduled | Scheduled appointments. |
| Confirmed | Confirmed appointments. |
| Completed | Completed appointments. |
| Cancelled | Cancelled appointments. |
| No-show | Appointments where the client did not show up. |
Filter by period
Next to the status filter, the list view has the Period: dropdown to filter by time:
| Option | Shows |
|---|---|
| All appointments | Appointments from the past and the future. |
| Future appointments | Only appointments that have yet to take place. |
| Past appointments | Only appointments that have already taken place. |
Select location, rooms, and colleagues
In the combined view you decide, using the filter panel, whose calendar and which rooms you see side by side:
| Filter | Notes |
|---|---|
| Location | Pick a site to narrow down the available rooms, or All locations. |
| Rooms | Check the rooms you want to show. Use Select all to add every room at once. |
| Colleagues | Select the colleagues whose appointments you want to see. Here too you can Select all at once. With many colleagues a search field appears. |
The chosen filters are kept in the URL, so using the back button returns the same selection.
Day and week granularity
In the calendar view you set the time span with the toolbar buttons: Day, Week, and Month. On a narrow screen (mobile) the calendar opens in the day view by default, and on a wide screen in the week view. Use the arrows < and > to page to the previous or next period, and Today to return to the current date.
Drag to reschedule
Move an appointment directly in the calendar:
- Click and hold the appointment.
- Drag it to the desired time.
- Release — the new time is saved automatically.
Dragging only works for appointments you are allowed to edit (appointments.update) and is available in the calendar view.
Edit appointment
Click an appointment in the calendar or list to open the preview panel, then click Edit. You adjust the same fields as when creating. Click Save to keep your changes. Editing requires the appointments.update permission (or appointments.update.own).
Cancel appointment
Open the appointment and click Cancel appointment. Confirm in the dialog that appears. A cancelled appointment is kept in the system but disappears from the default view.
For a recurring appointment, the system asks what you want to cancel:
- Only this appointment
- This and all future appointments in the series
Cancelling shortly before the appointment is recorded as "Cancelled (<24h)", well in advance as "Cancelled (>24h)". Cancelling requires the appointments.update permission.
Mark no-show
If the client did not show up for the appointment, open the appointment and choose No-show. Confirm the action. The status changes to No-show. This record matters for correct billing.
Mark completed
After it has taken place, mark an appointment as handled: open the appointment and click Complete. The status changes to Completed.
Revert to scheduled
If you accidentally completed, cancelled, or marked an appointment as no-show, undo it with Undo. The appointment returns to the Scheduled status. This action is only available for appointments that already have an end status.
Delete appointment
Deleting is meant for appointments that should never have existed. Open the appointment and click Delete. Confirm in the dialog.
Note: Deleting is permanent and cannot be undone. Besides the appointment, its linked data (such as submitted forms, transcripts, and draft billing lines) is also deleted. If you want to keep the appointment as a record, use Cancel appointment instead.
For a recurring appointment you choose whether to delete Only this appointment or This and all future appointments in the series. Deleting requires the appointments.delete permission (or appointments.delete.own).