Accessing the Provider Scheduler
To access the Provider Scheduler, hover over the black Menu icon in the top left corner and select Scheduler → Provider. From there, select a service location and then a provider to view their calendar.
Providers can view, add, or edit their own schedules. Depending on their access level, they may also access the schedules of other providers.
Once inside a provider's calendar, you can return to their Provider Profile at any time by clicking the redirect icon located in the header of the Scheduler, next to their name.
After selection of the menu, you land on the scheduler page. Select the service location and then the provider to view provider's calendar.
A sync icon is also available in the header, next to the notification bell. Selecting it manually refreshes rendered times and session notes for all visible appointments without reloading the page.
Tip: When creating a billable appointment in the Provider Scheduler view, the Patient dropdown automatically prioritizes patients already assigned to the selected provider, making it faster to find the right patient without scrolling through a long list. Click Show More to access the full list of eligible patients if needed.
Legend: Appointment color code
Each appointment on the calendar is color-coded to indicate its status. Click on the legend bar at the bottom of the screen to view the full legend. By default, only the first row is visible.
Signature Capture check
A check mark in the top right corner of an appointment indicates that a signature has been captured for that rendered service:
🟢 Green check — The clinician's signature has been captured
⚫ Black check — The caregiver's signature has been captured
Managing Appointment Status
Click on any appointment to view its details or to change its status. The following rules apply when managing appointment states:
Future appointments cannot be rendered
Rendered appointments cannot be deleted
Rendered appointments cannot be edited — if a correction is needed, cancel the appointment, reschedule it, and make your edits. Note that any captured data or signatures will be deleted when this is done.
Alternatively, if you need to edit an appointment that you have already billed for, follow the instructions in this article: Appointment Correction After Billing
For recurring series appointments, options to edit or delete the full series will be available
A cancelled appointment can be un-cancelled to restore it to a scheduled state
The duration of a scheduled appointment can be adjusted by dragging its edge on the calendar, without needing to open the edit popup
It is worth nothing that:
Future appointments cannot be rendered
Rendered appointments cannot be deleted
Rendered appointments cannot be edited — if a correction is needed, cancel the appointment, reschedule it, and make your edits. Note that any captured data or signatures will be deleted when this is done.
Alternatively, if you need to edit an appointment that you have already billed for, follow the instructions in this article: Appointment Correction After Billing
Managing Recurring Appointments
You are able to edit and delete a full series or single appointments of a series.
For recurring series appointments, options to edit or delete the full series will be available. To delete a recurring appointment series in the Scheduler:
Open the Client Schedule or Provider Schedule.
Click on any appointment in the series.
Select Delete. You will be prompted to choose between deleting just that appointment or all remaining appointments in the series.
If you need to delete only certain dates within a recurring series:
Open the three-dot menu in the Scheduler.
Navigate to Mass Update Appointments → Delete Appointment.
Enter the desired date range and filters, then click Search.
Select the results and click Delete. Note: Appointments that are rendered, billed, or in a locked billing period cannot be deleted. These will appear grayed out with the reason provided.
A cancelled appointment can be un-cancelled to restore it to a scheduled state
The duration of a scheduled appointment can be adjusted by dragging its edge on the calendar, without needing to open the edit popup
Showing and Hiding Canceled and Deleted Appointments
To reduce clutter in your scheduling view, you can hide canceled or deleted appointments using the Show Canceled Appointments and Show Deleted Appointments toggles in the appointment help menu.
Cancelled Appointments: This toggle defaults to ON. Toggling it OFF hides canceled appointments instantly across all Scheduler views, and your preference is saved across sessions. Canceled appointments remain visible in search, reports, and patient records regardless of this setting.
Deleted Appointments: This toggle defaults to OFF. Toggling it ON reveals deleted appointments instantly across all Scheduler views, and your preference is saved across sessions.
Deleted Appointments: This toggle defaults to OFF. Toggling it ON reveals deleted appointments instantly across all Scheduler views, and your preference is saved across sessions.
Troubleshooting Permissions for Appointment Management
If you do not see the option to delete remaining appointments in a recurring series or access the three-dot menu for Mass Update, it is likely due to access level permissions. Follow these steps to resolve the issue:
An admin should navigate to Admin → Access Level.
Select the relevant access level (e.g., "Providers").
Expand the Scheduler section and enable the following permissions:
Delete Recurring Appointment (to allow series deletion prompts).
Edit Recurring Appointment (if editing is required).
Mass Appointment Update (to access the three-dot menu).
Click Save.
Assigning Permissions to Specific Users
If you want to limit these permissions to specific users:
Duplicate the existing access level.
Set Access Level to "Please Select"
Click "Add"
Select the Access Level to duplicate & Create a New Name
Enable the necessary permissions on the duplicated access level.
Assign the updated access level to the selected users. Once permissions are enabled, you will be able to delete remaining appointments in a series and access the Mass Update feature.
Navigating the Calendar
Use the navigator in the upper left corner to select a specific day or move to the previous or upcoming week.
Refreshing the Schedule
To manually refresh the schedule at any time, simply select the refresh icon (two arrows creating a circle) found to the right of the navigator.
Desired Weekly Hours Status Bar
If a provider has Desired Weekly Hours configured in their Provider Profile, a color-coded status bar will appear in their provider panel showing their progress toward that target for the selected week. The status bar updates automatically as appointments are scheduled, edited, or cancelled.
🟢 Green — Provider is at 90% or above of their target
🟠 Orange — Provider is between 70% and 89.99% of their target
🔴 Red — Provider is below 70% of their target
Hover over the status bar to see the exact figures (e.g., "Weekly Desired Hours: 10 hrs / 20 hrs"). Providers without a configured target will display a grey status bar with the message "No Desired Hours entered."
To filter the provider list to only those below 70% utilization, enable the Provider Below Desired Hours toggle in the Scheduler Side Panel. This filter works alongside all existing filters such as Office Location, Role, Service, and Region.
For more information on configuring Desired Weekly Hours, see our Managing Provider Weekly Desired Hours article.
Weekly Hours Summary
The Provider Scheduler displays a Weekly Hours Summary panel next to the Monthly Total Hours, giving you a complete breakdown of scheduled and rendered hours for the selected week. The panel includes:
Total Weekly Hours — The combined total of Billable, Non-Billable, and Drive Time hours for the week
Billable — Hours from billable appointments only
Non-Billable — Hours from non-billable appointments only
Drive Time — Hours logged as drive time
Tip: Hover over any value in the summary panel to see "Includes Scheduled and Rendered Hours." Totals refresh automatically when switching between weeks — no page refresh needed.
Hour Type Filter in Capacity Consumption Summary
Within the Capacity Consumption Summary → Weekly Summary, a multi-select Hour Type filter allows you to isolate specific hour categories. Available options are:
All
Billable
Non-Billable
Drive Time
The filter defaults to Billable, Non-Billable, and Drive Time all selected. Clearing all selections behaves the same as selecting All. The Hour Type filter works alongside existing filters such as Service Type, Status Type, Role, and Office Location, and totals will always match what is displayed in the Weekly Hours Summary panel.
For information on managing the patient scheduler, see our Patient Schedule Management article.
Last Updated: 10/16/26 by Maggie Yost