Overview  

This knowledge base article provides a detailed guide on navigating the Calendar feature in ICANotes+. You will learn how to switch between the different calendar views (Day, Week, and Month) and understand how each view organizes and displays appointments. Additionally, the article covers the filter options available in the left pane, enabling you to customize your calendar display by viewing specific types of appointments based on locations, appointment types, appointment statuses, and providers.

By the end of this guide, you’ll be equipped to efficiently manage and monitor your appointment schedule using the ICANotes+ Calendar. 

Accessing the Day View of the Calendar 
 

In the Day view, each provider is represented by a separate column. Client appointments are displayed in the corresponding time slots under each provider’s column. To schedule a client appointment, click on the desired time slot within the provider’s column. This action opens a new screen where you can enter the appointment details. 

Accessing the Week View of the Calendar 

In the Week view, each day (date) of the week is shown as a separate column. Client appointments appear in the appropriate time slots under each day (date). To schedule a client appointment, click on the desired time slot within the specific day’s column. This will open a new screen where you can enter the appointment details. 

Accessing the Month View of the Calendar 

In the Month view, the calendar displays a comprehensive overview of appointments for the entire month. Each day is represented as a separate block within the calendar grid, allowing you to see all scheduled appointments at a glance.

Client appointments are shown within their respective dates, and you can easily identify appointments scheduled for various clients. To schedule a new appointment, click on the appropriate date block, which will open a new screen where you can enter the appointment details.

Note: When the appointment scheduling screen appears, make sure to select the correct time for booking the appointment. 

This view is especially useful for identifying open slots, managing long-term scheduling, and reviewing the overall distribution of appointments throughout the month.

Navigate to Different Dates to View Appointments 
 

In the left pane, the calendar is displayed. Click on any date to see the appointments scheduled for that day. Use the left and right arrows at the top to move to the previous or next month and view appointments. 

• Quick Share - Scheduling Link: New clients who do not use the client portal can still request appointments with the practice using this link. You can copy this link and share with them, and they will be able to make appointment requests. 
• Filter Appointments: Details on this feature are covered later in this KB article. 
• Filter Availability: Details on this feature are covered later in this KB article. 

Filtering Appointments Based on Various Parameters   

In the left pane, use the available filters to refine the appointments displayed on the calendar according to specific criteria. 

• Show Appointments: Select this checkbox  to display scheduled appointments on the calendar. Clear the checkbox to hide them. 
• Synced Appointments: In ICANotes+, you can synchronize your Google Calendar with the ICANotes+ calendar. To display appointments from your Google Calendar, select this checkbox. 
• Location: Select a specific location to filter appointments by that location. To view appointments from all locations, select 'All' from the dropdown menu. 
• Appointment Type: Select an appointment type from the dropdown menu to filter appointments by that type. To see all appointment types, select 'All'. To configure the desired appointment types, you can navigate to Settings > Calendar Settings > Appointment Types section.
• Appointment Status: Use this filter to view appointments based on their status. Select the desired status from the dropdown menu. To display all appointment statuses, select 'All'. 
• Provider-Confirmation Status: When an appointment request is sent to the practice via the client portal, the provider can either confirm or cancel the request. Use the dropdown menu to select either 'Confirmed' or 'Unconfirmed' to view appointments with the corresponding status on the calendar. To see all appointments regardless of their confirmation status, choose 'All'.
• Client-Confirmation Status: When you send an appointment request to users of the client portal, they can either accept or decline the request. Use the dropdown menu to select 'Confirmed' or 'Unconfirmed' to display appointments with the corresponding status on the calendar. To view all appointments, regardless of client confirmation, select 'All'. 
• Providers: You will see a list of providers the appointments can be scheduled for. Select the desired provider whose appointments you want to view on the calendar.

Filtering Availability on the Calendar   

You can filter the calendar to display only the available time slots configured for client portal users to request appointments. 

• One-time Availability: Select this checkbox to view the available time slots higlighted with the waves sign on the calendar.
• Weekly Availability: Select this checkbox to view the available time slots higlighted in light green on the calendar.
• Contact Type: Select a contact type to filter and view the available time slots related to that contact type on the calendar. 
• Location: Select a location to display available time slots for that specific location on the calendar.

            Note: To configure the desired locations, you can navigate to Settings > Practice Settings > Other Sites section.

• Appointment Type: Select an appointment type to view the available time slots associated with that type on the calendar.

           Note: To configure the desired appointment types, you can navigate to Settings > Calendar Settings > Appointment Types section.

• Providers: Select a specific provider to display available time slots for that provider. To view availability for all providers, select 'All'. 

Set Default View for the Calendar

When accessing the calendar, you can configure its default view to display specific time slots. For instance, you may choose to show time slots from 9 AM to 6 PM or from 11 AM to 8 PM. 

To set the default calendar view, go to Settings > Calendar Settings > Default View. Enter your desired start and end times, then click Save. 

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