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The Appointment workspace is where the day is booked and read. It holds the calendar, the services clients can book, the availability behind every free slot, and the settings that decide how bookings arrive.

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Find your way around

The workspace has its own rail with four entries: Everything except the calendar lives in your clinic settings, so changing a service or a working pattern is the same edit wherever you start from.

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Book an appointment

1

Open the calendar

Overview opens on the calendar. Switch between Day, Week, Month and Group at the top, and use Refresh if a colleague has just booked something.
2

Select a slot, or select Create

Selecting an empty slot opens the booking sheet with that time already filled in. Create opens the same sheet with no time imposed, which is what you want when the client is standing in front of you.
3

Choose the client, service and provider

Search the client list, pick the service, then pick the provider — or leave it on Any available provider and let the slot decide. Multiple Patients turns the booking into a group appointment.
4

Set the time and place

Choose the start time and duration, then the venue. Enter a room or address for an in-person visit; a telehealth visit generates its own joining link.
5

Save the booking

The appointment appears on the calendar immediately. Confirmation and reminder emails are sent from your notification settings — you do not send them by hand.
Booking one for the first time, field by field, is walked through in Schedule your first appointment.

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Read the calendar quickly

  • Calendar Filters narrows the view by Appointment Status, Services, Providers, Resources, Staff Members and Event Types.
  • Color by Status and Color by Service switch what the block colours mean. Pick one and keep it — a room full of people reading two colour schemes is the failure this setting causes.
  • Current Schedule shows the working pattern behind the grid, so you can see why a slot is closed without leaving the calendar.
  • Search patients, services… finds a booking without scrolling to its day.

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Set availability

Availability is not on the calendar — it is in Settings → Booking Settings, and four things there decide every free slot: A slot only appears to a client when the schedule is open, no special date closes it, and any resource the service needs is free.

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Reminders and channels

Which reminders go out is set under Notifications; the channels they travel on — SMS, voice, fax and email — are set under Settings → Communications. Both must be right: a reminder with no channel configured is never sent. See Notification settings.

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Charge the card automatically with Auto Pay

Auto Pay charges a client’s saved card when their appointment is Confirmed or Completed — you choose which — so a routine visit never needs a manual invoice. Turn it on in Settings → Auto Pay.
Auto Pay takes real money without anyone pressing a button. It needs the Essential plan or above and a connected Stripe account, only charges people who already have a card on file, and carries a 1.9% platform fee on every charge. Only the clinic owner can change these settings. Turn on Email a receipt to the patient so nobody is charged silently.
Card details are held by Stripe and never reach ClinikEHR. Connect the account first under Settings → Online Payments; until you do, the Auto Pay card shows Connect Stripe to use Auto Pay and stays inert. See Billing.

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Check it worked

  • The new appointment is on the calendar at the right time, in the right provider’s column.
  • Opening it shows the client, the service and the venue you entered.
  • With Auto Pay on, a confirmed appointment for someone with a saved card produces a paid invoice rather than an outstanding one.

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If something goes wrong

The provider has no schedule, a special date is closing the day, or a resource the service requires is already booked. Check all three in Settings → Booking Settings — the calendar only ever reflects them.
That is the whole workspace. Overview, Services, Booking Page and Settings are what Appointment does today.
Three things stop it: the plan is below Essential, Stripe is not connected, or the client has no saved card. The screen says so itself — “Only patients with a saved card are charged.” Everyone else is invoiced as normal.
Check the category is enabled under Notifications, then check the channel exists under Settings → Communications. A reminder with no channel is not queued and not retried.
They have no client record yet. Use the Create client link inside the booking sheet, or add them from Clients first — see Manage your client list.