Before You Begin
You must have access to the Appointments module
Your administrator must have configured at least one Staff member or Treatment Program with availability settings before the calendar will display slots
Appointment Types (e.g. Initial Consult — 15 min, Therapy Session — 60 min) must be configured before booking — these determine the slot duration shown in the calendar
The View by toggle (Staff / Facility) only appears if your organization uses both booking types
Steps
Step 1 — Open the Appointments Calendar
Navigate to the Appointments module — this opens the Appointments list view by default
At the top right of the page, click the Calendar View button (located next to the + Add Appointment button)
The Appointments Calendar opens, replacing the list view
To return to the list at any time, click List View at the top right of the calendar page.
Step 2 — Choose What to Display
Before the calendar fills in with available slots, you need to select what you want to view. Use the filter controls at the top of the calendar:
Control | Purpose |
View by | Switch between Staff (one person's availability) and Facility (one treatment program's availability). Only visible if your organization uses both booking types. |
Staff / Treatment Program | Select the specific staff member or treatment program whose availability you want to view |
Appointment Type | Select the type of appointment — this determines the slot duration displayed (e.g. a 15-minute Initial Consult or a 60-minute Therapy Session) |
Once a staff member (or treatment program) and an appointment type are selected, the calendar populates with available and booked slots. A brief loading spinner appears while the availability data is fetched.
Step 3 — Read the Calendar
Use the navigation controls above the calendar grid to move through time and switch views:
Today — jumps back to the current date
‹ / › — moves backward or forward one day, week, or month depending on the active view
View: Day / Week / Month — switches between the three calendar layouts
Slot color legend:
Color | Meaning |
Open | The slot is available to book |
Booked | A staff slot that is already taken by an existing appointment |
Full | A facility slot that has reached its maximum capacity |
Facility programs can accept more than one booking at the same time. For those slots, the calendar shows how many spaces remain — for example "3 of 3 open" when all spaces are available, "2 of 3 open" as it fills, and "Full" when capacity is reached.
Month view shows a quick daily summary — for example "5 open", "Full", or "Closed". Click any day in Month view to open its detailed Day view.
Step 4 — Book an Open Slot
Click any green Open slot in the calendar
The Quick Create Appointment window opens — the following fields are pre-filled and locked based on the slot you clicked:
Start date and time
Appointment Type
Appointment Class
Appointment With (the staff member or treatment program)
Complete the remaining fields:
Field | Description |
Appointment Title | A descriptive name for the appointment |
Intake Opportunity | Link the appointment to the relevant patient Intake Opportunity |
Status | Defaults to Scheduled — update if needed |
Assigned To | The CRM user responsible for this appointment |
Click Save to confirm the booking
The calendar refreshes automatically and the slot updates to show it is now taken
If you need access to all appointment fields rather than the quick-create form, click Go to full form before saving — this opens the complete Appointment record page.
Step 5 — View a Booked Appointment
Click any Booked or Full slot in the calendar
A details window opens showing a summary of the appointment:
Appointment Title and Status
Date, Start time, and End time
Related Intake Opportunity
Appointment Type and Class
Staff member or Treatment Program
Duration (in minutes)
Click View Detail to open the full appointment record in a new browser tab — from there you can edit, update status, or make any other changes to the record
Verification / Expected Result
Selecting a staff member or treatment program and an appointment type causes the calendar to populate with color-coded slots reflecting real-time availability
Clicking an open slot opens the Quick Create Appointment window with date, time, type, class, and provider pre-filled and locked
After saving, the calendar refreshes and the booked slot changes from Open (green) to Booked or Full
Clicking a booked slot opens a read-only summary window with a direct link to the full appointment record
Month view summarizes availability per day and clicking any day opens the detailed Day view for that date
Tips & Notes
Switching between Staff and Facility view. The View by toggle only appears if your organization uses both booking types. If you only see one view, your organization is configured for a single booking type — contact your administrator if you need access to the other.
Facility slot capacity. Facility program slots show remaining capacity as a count (e.g. "2 of 3 open") rather than a simple Open/Booked state. A slot is only marked Full when every available space has been taken — until then, it remains bookable.
Appointment Type determines slot length. The slot duration shown in the calendar is driven entirely by the Appointment Type you select in the filter. Switching to a different type will redraw the calendar with different slot increments — make sure the correct type is selected before booking.
Month view is a summary, not a booking view. You cannot book directly from Month view. Click a day to drill into the Day view, then click an open slot to book.
Pre-filled fields are locked. When the Quick Create window opens after clicking a slot, the date, time, type, class, and provider fields are pre-filled from the slot and cannot be edited in the quick form. If you need to change any of those values, click Go to full form instead.
Troubleshooting / Common Errors
Issue | Likely Cause | Fix |
Calendar shows no slots after selecting a staff member and appointment type | The selected staff member has no availability configured for that appointment type | Ask your administrator to verify availability settings for that staff member and appointment type |
View by toggle (Staff / Facility) is not visible | Your organization is configured for only one booking type | Contact your administrator if you need access to both Staff and Facility views |
Appointment Type dropdown is empty | No appointment types have been configured on your instance | Contact your administrator to set up appointment types before using the calendar |
Quick Create window does not open when clicking an open slot | The slot may have been taken by another user between page load and your click | Refresh the calendar — the slot will now show as Booked if it was taken |
Calendar spinner appears but slots never load | Connectivity issue or a problem fetching availability data | Perform a hard refresh (Ctrl+F5) and try again; if the issue persists, contact Dazos Support |
View Detail opens a blank page or shows an error | The appointment record may have been deleted after the calendar loaded | Refresh the calendar — deleted appointments will no longer appear as booked slots |