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Calendars & Scheduling

Clinivoz's scheduling tools allow your clinic to manage appointments online, send automated reminders, and reduce no-shows — all without a separate scheduling system.

1. Calendar Types​

Clinivoz supports multiple calendar types to fit your clinic's scheduling needs:

Calendar TypeBest For
Simple CalendarIndividual therapist schedules; one booking at a time
Round Robin CalendarShared intake calendar where new clients are assigned to the next available therapist
Collective CalendarRequires ALL selected team members to be available for an appointment (e.g., team meetings)
Service CalendarDesigned for service-based bookings with service selection options
Class/Event CalendarGroup sessions, workshops, or parent training events

Recommendation for Speech & ABA Clinics: Create one Round Robin calendar for initial evaluations/consultations and individual Simple Calendars for each treating therapist's ongoing sessions.

2. Creating a Calendar​

  1. Click Calendars in the left sidebar.
  2. Click + Create Calendar.
  3. Select the calendar type.
  4. Configure the settings (see below).
  5. Click Save.

Core Calendar Settings​

SettingWhat to Configure
Calendar Namee.g., "Initial Speech Evaluation", "ABA Assessment", "Therapy Sessions - Jordan Smith, SLP"
DescriptionShown to clients when booking
DurationLength of the appointment (e.g., 45 min, 60 min)
AvailabilityDays and hours bookings are allowed
Buffer TimeGap between appointments (e.g., 15 min for notes/transition)
Max Appointments/DayLimits daily bookings per calendar
Advance NoticeMinimum time before an appointment can be booked (e.g., 24 hours)
Booking WindowHow far in advance clients can schedule (e.g., 60 days out)

3. Setting Therapist Availability​

Each calendar can have its own availability schedule.

Steps:

  1. Open the calendar settings.
  2. Click the Availability tab.
  3. Toggle on each day the therapist is available.
  4. Set the start and end times for each day.
  5. Add date-specific overrides for holidays, PTO, or special schedules.
  6. Save your changes.

Blocking Time Off:

  1. Go to Calendars > Calendar View.
  2. Click on the time slot you want to block.
  3. Select Block Time.
  4. Add a reason (internal only — not visible to clients).
  5. Save.

Every calendar has a unique booking link that clients can use to self-schedule. This link can be:

  • Shared directly via text or email
  • Embedded in your website
  • Added to your intake form confirmation page
  • Included in automated sequences

To find your booking link:

  1. Open the calendar settings.
  2. Copy the Booking Link from the top of the settings page.

Customizing the Booking Page: You can customize what your booking page looks like — adding your clinic name, logo, and colors under Calendar Settings > Branding.

5. Booking an Appointment Manually​

Front desk staff can book appointments on behalf of clients without using the self-scheduling link.

  1. Click Calendars in the left sidebar.
  2. Click + New Appointment (or click directly on a time slot in the calendar view).
  3. Search for and select the contact.
  4. Select the calendar/therapist.
  5. Choose the date and time.
  6. Set the appointment status: Confirmed, Pending Confirmation, or Showed.
  7. Add any notes.
  8. Enable Send Confirmation to notify the client automatically.
  9. Click Save.

6. Appointment Statuses​

StatusMeaning
NewJust booked; not yet confirmed
ConfirmedClient has confirmed attendance
ShowedClient attended the appointment
No-ShowClient missed the appointment without notice
CancelledAppointment was cancelled
RescheduledA new appointment was booked to replace this one

Updating appointment statuses is important for tracking attendance trends and triggering automations (e.g., a no-show follow-up sequence).

7. Appointment Notifications​

Configure what notifications are sent to clients and staff when appointments are booked, confirmed, or changed.

To configure notifications:

  1. Open the calendar settings.
  2. Click the Notifications tab.
  3. Set up:
    • Booking Confirmation — sent immediately after booking
    • Reminder 1 — e.g., 48 hours before
    • Reminder 2 — e.g., 2 hours before
    • Cancellation Notice — sent when an appointment is cancelled
    • Staff Notification — alerts your team when a new booking is made

Notifications can be sent via SMS, Email, or both.

Tip: Pre-built reminder automations can also handle this. See Automation Sequences for more advanced reminder setups.

8. Calendar Views​

Switch between views to see appointments the way you prefer:

ViewBest For
Day ViewDetailed view of today's schedule
Week ViewFull week overview
Month ViewBig-picture scheduling, upcoming availability
List ViewScrollable list of upcoming appointments

9. Google Calendar Integration​

Sync Clinivoz calendars with Google Calendar so therapists can see their appointments in the app they're already using.

Steps:

  1. Go to Settings > Integrations > Google.
  2. Click Connect Google Calendar.
  3. Sign in with the therapist's Google account.
  4. Select which Clinivoz calendars to sync.
  5. Choose the sync direction:
    • One-Way (Clinivoz → Google): Clinivoz appointments appear in Google Calendar
    • Two-Way: Events in Google Calendar also block time in Clinivoz

Repeat this for each team member who wants Google Calendar sync.

10. Reducing No-Shows​

No-shows are costly for therapy clinics. Use these Clinivoz tools to reduce them:

  • Automated reminders — set up 48-hour and 2-hour reminders (SMS + email)
  • Confirmation requests — ask clients to reply "YES" to confirm their appointment
  • Cancellation/reschedule link — include a self-service link in reminders so clients can cancel in advance rather than simply not showing up
  • No-show follow-up automation — automatically reach out after a missed appointment to reschedule

See Automation Sequences for step-by-step setup of these sequences.