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Scheduling

Create, move, and confirm appointments in circleOS.

Appointments in circleOS are created through a guided booking flow. For most teams, this is the fastest way to add a new appointment. The same flow is also reused when you reschedule or rebook from an existing booking.

Create a new appointment

Most teams start from the Bookings page and choose Booking. You can also open the same flow from patient context, from a calendar slot, or from an existing booking you are changing.

The booking flow can ask for:

  1. Location
  2. Patient
  3. Service or service variant
  4. Therapist or Any therapist
  5. Date
  6. Time
  7. Review

circleOS skips steps automatically when it already has enough information. For example:

  • If you already have an active location, circleOS can use it automatically.
  • If you opened the flow from a patient, location, service, service variant, slot, or existing booking, some choices may already be filled in.
  • If the service only has one available provider, or therapist selection is hidden for that service, the provider step is skipped.
  • If you started from a specific slot, the date and time steps can already be filled in.

For many services, the provider step can also offer Any therapist instead of a named person. Consultation-style services usually require you to pick a named therapist.

What you review before confirming

On the final step, check:

  • the patient
  • the selected service or variant
  • the date and time
  • the therapist, or that the booking can use any available therapist
  • whether the provider was specifically chosen
  • whether the patient should receive a confirmation email

If confirmation emails are disabled for that service, the patient notification option is turned off automatically.

Reschedule an existing appointment

Open a confirmed top-level booking and use Reschedule. This action is only available when scheduling is enabled for your workspace and your role can make bookings.

When you reschedule, circleOS keeps the existing appointment context and opens the same booking flow with the patient, service variant, provider, and location already filled in where possible. Choose a new date and time, review the details, then confirm the change.

If the booking is no longer in a confirmed state, you will usually see Rebook instead of Reschedule. Rebooking creates a new appointment using the existing booking as the starting point, but it is still a new booking. In Live Mode and on child bookings, the normal reschedule action is not shown.

Practical tips

  • If you work from one clinic most of the day, set your active location first. This reduces unnecessary location choices throughout the app.
  • If you cannot see any times, first check the location setup: the service variant must be bookable there, and an available therapist must exist for that location and service.
  • If the therapist step disappears, that usually means the service hides therapist choice or there is only one provider available for that service at that location.
  • If you need to change the patient, service, or location completely, it is usually cleaner to create a new appointment instead of rescheduling.
  • If the provider step offers Any therapist, circleOS can still assign a concrete provider once you choose a slot.

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