Scheduling requires the Appointment Scheduling add-on on your location’s subscription. If the add-on isn’t on your plan, the Scheduling item doesn’t appear in the sidebar. See Billing to check or change your add-ons.
Event types and bookings are scoped to the location selected in the location picker. Switch locations to manage a different store. Connected calendars are per user, not per location — connect once and the calendar is available across every location you manage.
Connecting a calendar
Before you can create an event type, connect the calendar that holds the staff member’s schedule.1
Open the Scheduling page
Select Scheduling in the sidebar.
2
Choose a provider
In the Connected calendars card, select Google Calendar or Outlook.
3
Sign in and grant access
Sign in to the provider and approve calendar access. When you return, the connection appears with a green Connected badge and the account’s email address.
Reconnecting an expired calendar
If the connection stops working — the password changed, or access was revoked at Google or Microsoft — the connection shows a yellow Expired badge. Select Reconnect and sign in again. While a connection is expired, that staff member’s availability can’t be read and new bookings won’t reach their calendar. Select Disconnect to remove a connection. Existing bookings already written to the calendar are not removed.Creating event types
An event type is something a patient can book at this location — for example, a 15-minute flu shot. Each event type controls how long the appointment is, which staff calendars are eligible, and when patients can be booked.1
Select New event type
In the Event types card, select New event type.
2
Name the appointment
Enter a name patients and staff will recognize, such as
Vaccine Scheduling.3
Set the duration
Choose 10, 15, 20, 30, 45, or 60 minutes.
4
Choose how bookings are assigned
Select Round-robin · availability to favor whoever has the most open time, or Round-robin · fairness to spread bookings evenly across participants.
5
Select participants
Pick the connected staff calendars eligible for this appointment type. Each booking is assigned to one participant and written to that person’s own calendar.
6
Set appointment hours
Enable the days you take appointments and set a start and end time for each. Hours are interpreted in the location’s timezone.
7
Save
Select Create.
If no staff calendars are connected, the event type still works — bookings go to the location’s own calendar, and the event type is flagged No staff · using location calendar in the list. Connect a staff calendar to assign bookings to a specific person.
Managing bookings
The Bookings card lists appointments at the selected location, with two views:- Calendar — bookings laid out by day and time.
- List — a table of bookings with a date range filter.
Booking an appointment for a patient
Select New booking from either view, choose the event type, enter the patient’s name and phone number, optionally record which vaccine the appointment is for, then pick an open slot and select Book appointment.Rescheduling or canceling
Select a booking to open it. The dialog shows the current details and a slot picker:- Pick a new time and select Reschedule to move the appointment.
- Select Cancel booking to cancel it.
Booking, rescheduling, and canceling each send a confirmation email to the staff member the appointment is assigned to. Patients are not emailed — they’re confirmed on the call.
Booking from an agent call
The pharmacy agent can book these appointments itself on a Vaccine Scheduling call campaign. The agent offers the vaccines configured on the campaign, reads back open times from the event type you select on the campaign, and books the slot the patient picks — the booking then appears here like any other. See Call campaigns.Only outbound campaign calls can book. A patient who calls in and asks to schedule an appointment is still handed off to pharmacy staff.