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Appointment Management

Efficiently manage your clinic's schedule with Putra's appointment system. This guide covers viewing schedules, handling bookings, and configuring availability.

Dashboard Overview​

Today's Appointments​

Your clinic dashboard shows today's schedule at a glance:

  • Total appointments for the day
  • Upcoming appointments list
  • Quick status overview

Appointment Stats​

StatDescription
Today's AppointmentsTotal scheduled for today
Registered PetsUnique patients in your system
Client ManagementNumber of unique pet owners

Viewing Appointments​

Appointments Page​

Navigate to Appointments in the sidebar to see:

  • All upcoming appointments
  • Filter and search options
  • Quick actions for each booking

Appointment List View​

Each appointment shows:

  • Pet name and photo
  • Owner name
  • Appointment date and time
  • Reason for visit
  • Current status
  • Quick action buttons

Filtering Appointments​

Filter your view by:

FilterOptions
Date RangeToday, This Week, Custom
StatusRequested, Confirmed, Completed, Cancelled
PetSearch by pet name
OwnerSearch by owner name

Appointment Statuses​

Appointments flow through these statuses:

Requested → Confirmed → Completed
              ↓
           Cancelled
StatusMeaningAction Needed
RequestedClient has requested bookingReview and confirm/reject
ConfirmedAppointment approvedPrepare for visit
In ProgressVisit currently happeningComplete when done
CompletedVisit finishedAdd records if needed
CancelledAppointment cancelledNone
No ShowClient didn't arriveMark as no-show

Handling New Requests​

Notification​

When a client requests an appointment:

  • You receive a notification
  • Appointment appears with Requested status
  • Quick action buttons available

Reviewing a Request​

Click on the appointment to see:

  • Client and pet information
  • Requested date and time
  • Visit reason and notes
  • Pet's history at your clinic

Confirming an Appointment​

To approve a booking:

  1. Open the appointment details
  2. Review the information
  3. Click Confirm Appointment
  4. Client receives confirmation notification

Declining a Request​

To decline a booking:

  1. Open the appointment details
  2. Click Decline
  3. Optionally provide a reason
  4. Client receives notification with reason
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When declining, suggest alternative times or ask the client to rebook for better availability.

Managing Confirmed Appointments​

Viewing Details​

Click any appointment to see:

  • Full client contact information
  • Pet profile with health history
  • Previous visits at your clinic
  • Notes and special instructions

Rescheduling​

To reschedule an appointment:

  1. Open appointment details
  2. Click Reschedule
  3. Select new date and time
  4. Save changes
  5. Client is notified of the change

Cancelling​

To cancel an appointment:

  1. Open appointment details
  2. Click Cancel Appointment
  3. Provide a cancellation reason
  4. Confirm the action
  5. Client receives notification

Completing Appointments​

Marking as Complete​

After the visit:

  1. Open the appointment
  2. Click Mark as Complete
  3. Optionally add quick notes
  4. Confirm completion

Adding Records​

During or after the visit, add:

Availability Settings​

Accessing Availability​

Click Availability in the sidebar to manage when clients can book.

Setting Available Hours​

  1. View the weekly calendar
  2. Click to add available time blocks
  3. Drag to adjust block duration
  4. Set recurring or one-time availability

Availability vs. Operating Hours​

SettingPurpose
Operating HoursWhen your clinic is open (public display)
AvailabilityWhen clients can book appointments
info

Availability should fit within your operating hours but can be more restrictive.

Blocking Time​

To block off time for:

  • Lunch breaks
  • Staff meetings
  • Surgery blocks
  • Personal time
  1. Select the time slot
  2. Click Block Time
  3. Optionally add a label
  4. Save

Time Slot Configuration​

SettingDescription
Slot DurationHow long each bookable slot is (15, 30, 60 min)
Buffer TimeGap between appointments
Maximum per DayLimit total daily appointments

Calendar View​

Daily View​

See a detailed day schedule:

  • Hour-by-hour timeline
  • All appointments with details
  • Available slots highlighted

Weekly View​

Overview of the week:

  • Condensed appointment list per day
  • Quick navigation between days
  • Visual density indicator

Monthly View​

High-level monthly overview:

  • Days with appointments marked
  • Quick navigation to specific days
  • At-a-glance booking patterns

Recurring Appointments​

For regular visits (e.g., ongoing treatment):

  1. When confirming an appointment
  2. Enable Recurring option
  3. Set frequency (weekly, bi-weekly, monthly)
  4. Set end date or number of occurrences
  5. All instances are created automatically

Appointment Notifications​

Automatic Notifications​

Putra sends notifications for:

  • New appointment requests (to clinic)
  • Appointment confirmations (to client)
  • Reminders 24h before (to client)
  • Cancellations (to affected party)

Notification Settings​

Configure in Settings:

  • Email notifications
  • In-app notifications
  • Custom reminder timing

Walk-In Appointments​

For clients who arrive without booking:

  1. Go to Appointments
  2. Click Add Walk-In
  3. Search for existing pet/client or create new
  4. Enter visit reason
  5. Set status to In Progress

No-Shows​

When a client doesn't arrive:

  1. Open the appointment
  2. Click Mark as No-Show
  3. Optionally add notes
  4. Consider follow-up communication

Best Practices​

  1. Review requests promptly - Quick responses improve client satisfaction
  2. Keep availability updated - Prevent double-bookings and client frustration
  3. Use buffer time - Allow for overruns and preparation
  4. Document no-shows - Track patterns for follow-up
  5. Send reminders - Reduce no-shows with confirmation messages

Troubleshooting​

Double Bookings​

If you notice overlapping appointments:

  • Check availability settings
  • Reschedule one appointment
  • Review how both were created

Missing Notifications​

If not receiving appointment alerts:

  • Check notification settings
  • Verify email isn't in spam
  • Test with a sample booking

Availability Not Showing​

If clients can't see available times:

  • Ensure availability is set
  • Check it's within operating hours
  • Verify online booking is enabled

Next Steps​