Calendar

Managing appointments and schedules in Zermmi.

Quick Reference

Related Configuration Pages:

Organization Settings > Practices - Configure practice hours, closures, and holidays
Team Hub - Set up individual practitioner availability and recurring schedules

Accessing the Calendar

Navigate to Calendar from the main menu to view your practice schedule.

Calendar Views

The calendar offers two complementary views to manage your schedule:

Day View

Shows detailed hourly schedule for a single day
Displays a mini calendar sidebar for quick date navigation
Select a single practitioner to focus on their schedule
Calendar shows time slots from practice opening to closing hours (configured in Organization Settings)
Best for detailed daily planning and managing individual practitioner schedules

Week View

Shows 7-day overview with multiple practitioners displayed side-by-side in columns
Each practitioner has a color-coded column
Select multiple practitioners to view simultaneously
Displays the entire week's schedule at a glance
Best for multi-practitioner coordination and week-at-a-glance planning

Switch views using the toggle button in the header.

Note: The calendar's start and end times automatically adjust based on your practice's opening hours and scheduled appointments. Configure practice hours in Organization Settings > Practices tab.

Navigate using:

Previous/Next arrows to move between days or weeks
Today button to jump to current date
Mini calendar (Day View) to select any date
Left/right swipe gestures on mobile

Creating Appointments

Method 1: Using the Add Button

Click the blue "+" button in the header
Fill in appointment details
Click Save

Method 2: Click a Time Slot

Click any empty time slot on the calendar
Appointment form opens with date/time pre-filled
Complete details and save

Required Information

Patient (search existing or create new)
Practitioner
Date & Time
Duration (quick presets: 30min, 45min, 1hr, 1.5hr)

Optional Information

Procedure type
Appointment notes
Initial status (defaults to "Scheduled")

Managing Appointments

Viewing Details

Click any appointment on the calendar to see full details.

Editing Appointments

Click the appointment
Select Edit Details from the menu
Make changes and save

Quick reschedule: Drag and drop appointments to different time slots or practitioners.

The options you see when right-clicking (or long-pressing on mobile) an appointment depend on:

Appointment status (scheduled, confirmed, checked in, etc.)
Time (before/after appointment start time)
Your role (frontdesk, clinician, or admin)

Desktop vs Mobile

Desktop: Right-click shows a context menu dropdown at the cursor position
Mobile (< 768px width): Long-press opens a bottom drawer with large, touch-friendly buttons

Menu Structure

The context menu has three sections:

Primary Action (top) - The most logical next step based on appointment state
Secondary Actions (middle) - Common related actions
More Actions (bottom submenu) - Additional options like delete (admin-only)

Appointment Status Flow

Appointments move through these states, and the context menu adapts to show relevant actions:

Scheduled → Initial booking
- Primary: Confirm (mark as confirmed)
- Secondary: Reschedule, Cancel, Edit Details
Confirmed → Patient confirmation received
- Primary: Check In Patient (when patient arrives)
- Secondary: Reschedule, Cancel, Edit Details
- More: Mark as No Show (disabled until after start time + grace period)
Checked In → Patient arrives at office
- Primary: Start Visit (begin treatment)
- Secondary: Schedule Next Appointment, Edit Details
- More: Mark as No Show, Cancel (may be disabled based on practice policy)
In Progress → Treatment started
- Primary: Mark as Completed
- Secondary: Schedule Next Appointment, Edit Details
- More: Mark as No Show, Reschedule (disabled), Cancel (disabled)
Completed → Appointment finished
- Primary: Schedule Next Appointment
- Secondary: Edit Details
- More: Mark as No Show, Delete (admin only)

Past Appointments (Not Attended)

After the appointment start time + grace period (~15 min), unattended appointments show:

Primary: Mark as No Show
Secondary: Check In (late arrival), Schedule Next Appointment, Reschedule, Edit Details

Canceled or No-Show Appointments

Primary: Reschedule (book new appointment)
Secondary: Edit Details
More: Delete (admin only)

Alternative Actions

Cancel Appointment → Option to charge/waive cancellation fee, with reason selection
Mark as No Show → Available after grace period (~15 min); option to charge/waive fee
Reschedule → Move canceled/no-show appointments to new time with optional patient notification
Delete → Permanently remove appointment (admin role only)

Filtering & Customization

Practitioner Filter

Week View: Select multiple practitioners to display
Day View: Select single practitioner to focus on
Default: All practitioners shown
Filter is saved between sessions

Quick Patient Search

Click the search icon or press Cmd/Ctrl + K
Search by patient name
Jump directly to patient's next appointment

Special Features

Event Types on Calendar

The calendar displays three types of events:

1. Appointments

Standard patient appointments with practitioners
Color-coded by practitioner
Show patient name and procedure
Right-click for full action menu (status changes, reschedule, etc.)

2. Block Time (Practice-Wide)

Blocks time for the entire practice
Use for:
- Team meetings
- Lunch breaks
- Office closures
- Equipment maintenance
- All-day events (e.g., holidays, training days)
Visible to all practitioners
Right-click to edit or delete

How to create: Click Add → Select Block Time → Set date, time/all-day, and description

3. Practitioner Absence (Individual)

Blocks time for a specific practitioner only
Use for:
- Vacation
- Sick leave
- Conference attendance
- Personal time off
- Custom recurring schedules
Supports all-day or specific time ranges
Prevents scheduling appointments with that practitioner during absence
Right-click to edit or delete

How to create: Click Add → Select Practitioner Absence → Choose practitioner, date, and time/all-day

Note: For recurring practitioner schedules (weekly availability), use Team Hub page to configure default working hours per practitioner.

Current Time Indicator

A real-time line shows the current moment on the calendar, making it easy to see what's happening now.

Status Icons

Visual indicators show appointment state at a glance:

Gray dot = Scheduled
Checkmark = Confirmed
Timer = In Progress
Green check = Completed
Red indicator = No Show

Calendar Export

Export your schedule to PDF:

Click the menu icon (three dots) in header
Select Export to PDF
Current view (day or week) is saved as PDF

Use for: Printing schedules, sharing with staff, or archiving records.

Mobile Features

The calendar is fully optimized for mobile devices (screens < 768px width):

Mobile-Specific Interface

Bottom drawer instead of context menu
- Long-press an appointment to open the action drawer
- Large, touch-friendly buttons (48px height)
- Swipe down to close
- Same actions as desktop, but in drawer format
Swipe gestures to navigate between days/weeks
- Swipe left: Next day/week
- Swipe right: Previous day/week
Floating action button (blue "+") for quick appointment creation
- Fixed at bottom-right corner
- Always accessible while scrolling
Touch-friendly tap targets (minimum 44px height)
Compact header with overflow menu
- Practitioner filter in dropdown menu
- Export and other actions in overflow menu (three dots)

Keyboard Shortcuts

Cmd/Ctrl + K → Open patient search
Escape → Close dialogs/sheets
Cmd/Ctrl + S → Save forms (when editing)

Validation & Safeguards

The calendar automatically prevents:

Double-booking practitioners - Cannot schedule overlapping appointments for the same practitioner
Scheduling outside practice hours - Appointments must fall within the practice's operating hours (configured in Organization Settings > Practices tab)
Creating appointments during practitioner absences - Cannot schedule appointments when practitioner is marked as absent
Invalid time ranges - End time must be after start time

When attempting these actions, you'll see clear error messages with suggestions.

Configuration Pages

Practice Hours & Closures: Configure in Organization Settings > Practices tab
- Set weekly opening and closing times
- Mark office closures and holidays
- These settings determine the calendar's visible time range
Practitioner Availability: Configure in Team Hub page
- Set individual practitioner working hours per day of week
- Define recurring schedules
- Override practice-wide hours for specific practitioners

Tips for Efficient Scheduling

Use drag-and-drop to quickly reschedule appointments
Filter to single practitioner in Day View for focused scheduling
Confirm appointments as patients call in to track confirmations
Block time in advance for recurring events (weekly meetings, lunch)
Mark practitioner absences early to prevent accidental bookings
Use quick duration presets to speed up appointment creation
Check status icons at a glance to see which patients have checked in

Common Workflows

Morning Check-In Process

View today's schedule in Day View
As patients arrive, right-click appointment → Check In Patient
When ready to start treatment → Start Visit
After completion → Mark as Completed

Handling No-Shows

Wait for grace period (~15 min after appointment start)
Right-click appointment → Mark as No Show
Choose to charge or waive no-show fee
Confirm action

Scheduling Follow-Up

After completing an appointment, right-click it
Select Schedule Next Appointment
Form opens with patient pre-filled
Choose new date/time and save

Getting Help

For technical support or feature requests, contact your system administrator.