The Appointment Calendar is the first page under the Appointment tab in Kalix. It is the central place for appointment management and has many features and functionalities.
The appointment calendar is ready to use immediately, however, there are a few steps you might want to complete to use your calendar most effectively. This document will detail the appointment calendar set-up process. Click on the links within each step, for more detailed information.
Contents of this article:
Steps to Set Up The Calendar
Step 1 - Adjust Calendar View
Choose whether you would like to see your calendar in Month, Week, or Day view, by clicking on the applicable option on the top right of the Appointment Calendar screen.
Note: only Day view is available on the smartphone version of Kalix.
Adjustable Appointment Week View
Located on the right above the calendar is the settings icon. By clicking on it, you can adjust the calendar options. These allow you to change your calendar view.
The Start and End Time
The Start and End Time (as shown below) allows you to choose the calendar's displayed time range (the start of the calendar's day and the end of the calendar's day).
Choose whether you would like your Kalix calendar to be a 5 or a 7-day calendar by selecting or unselecting the Show Weekends checkbox.
Adjust Calendar Increments (Calendar Settings)
By default, the calendar grid shows a time increment (or interval) of 30 minutes. You can decrease this interval by selecting 5, 10, 15, 20, 30, or 60-minute increments. The Kalix calendar will automatically update.
View Other Dates
To view other dates in your calendar, click on the calendar icon with the magnifying glass (shown below) and select the date you would like to view. Alternatively, you can use the arrows next to the calendar icon to move weeks ahead.
Step 2 - Set-up Locations
Kalix supports the ability to set-up an unlimited number of locations.
Locations live under the locations section of the Account Settings page. Kalix allows you to set up different location types including office locations, virtual locations and home visits.
To create a new location, click on the plus button. Enter your location details and click save.
Step 3 - Set Up Appointment Types
Next step is to customize your own appointment types. Options include entering your own appointment names, display price, description, associating billing items or invoice items with appointments, setting up appointment durations and customizing appointment slot colors.
To view and edit your appointment types, hover your cursor on the Appointment tab on the top header, then select the subtab Appointment Types.
Your current appointment types will be displayed on this page. Kalix comes with a list of default appointment types, but these can be quickly customized to meet your needs. You can also remove those that are not useful.
To create a new appointment type click on the plus icon at the top of the page. To edit an appointment type, click on its row.
Step 4 - Set-up Availability
Now you should to set up your locations' and clinicians' availability. You can create as many different sets of availability details as you wish e.g. create a different availability for each location and/or for each clinician. At least one set of availability, is required to use the online scheduling widget.
To view and edit your availability, hover your mouse on Appointment's on the top header and then select Availability.
To create a new availability, click on the plus button. The new availability fields will appear as shown below. Enter your desired options (Clinician/s, Locations and Appointment Type/s) and set-up the availability's time schedule.
Optional Step - Set-up Messaging
Kalix supports two different types of appointment messaging:
Appointment Notices - messages that are sent when you create a new appointment. As well as each time you edit an existing appointment's details.
Appointment Reminders - these are sent before an appointment to remind clients of upcoming appointments.
Kalix's appointment messages are fully customizable, you can choose when messages are send out, the Messaging method used (email, text message or text-to-voice) and the contents of the messages themselves.
Optional Step- Step-Up Online Scheduling Settings
Kalix Online Scheduling feature allows you to add a widget to your practice's website so that you can accept bookings 24/7. All bookings will sync with your Kalix appointment calendar, client files, and automated reminders. Kalix's online scheduling is supported on PCs, Macs, tablets, and smartphones.
The Settings section under the Online Scheduling page of Appointments, allows you to enable and disable the online scheduling feature, as well as configure your widget.
Under this section, there are many different options to configure the scheduler including setting scheduling limits, selecting the required client information, customizing the scheduler's text and appearance plus much more.