Set up your calendar and availability in Theravo

1. Set display hours and grid interval

Start with the general calendar values:

• earliest displayed time
• latest displayed time
• grid interval, such as 15 or 30 minutes
• default duration for new entries
• default buffer after an appointment

These settings make everyday planning easier. They do not replace the duration and buffer configured for each appointment type.

Choose display hours that show a normal working day without filling the screen with unused time. A practice working from 08:00 to 18:00 does not need a 24-hour calendar view.

2. Use week and month views for different tasks

Theravo provides week and month views, with comfortable and compact display modes.

The week view is useful for:

• building a working week
• reviewing free and booked times
• adjusting individual entries
• noticing overlaps

The month view is useful for:

• understanding overall workload
• reviewing holidays and absences
• spotting unusually full or empty weeks
• planning further ahead

Filters can narrow the view to items such as:

• public
• private or internal
• booked
• free
• initial consultations
• follow-up appointments

Do not use filters as a permanent workaround for unclear appointment-type names. The calendar remains easier to understand when the underlying types and colours are already meaningful.

3. Add individual times directly in the calendar

For occasional or short-notice availability, create a free time directly in the calendar.

Choose:

1. date and start time
2. appointment type
3. resulting duration
4. booking channel or visibility
5. any internal blocked status

A single slot is useful for:

• a newly released cancellation
• an additional initial consultation
• a one-off evening appointment
• an exception to the normal weekly pattern

Avoid creating many identical individual times manually every week. Use the copying tools for regular patterns.

4. Check duration and buffers before copying

Add the required available times in the calendar. Check the appointment type, duration, buffer and booking channel for each entry. Then review the week for overlaps before copying it.

5. Copy individual slots, days and weeks

Theravo can copy individual slots, a full day's schedule or an entire week. A weekly pattern can also be applied over several weeks, and availability can be generated across a selected date range.

A practical workflow is:

1. Build one typical week carefully.
2. Review all appointment types, channels and buffers.
3. Copy the week across the intended period.
4. Adjust public holidays, leave and exceptional days.
5. Review the patient-facing booking page.

Do not copy a week that still contains provisional or accidentally public times. A clean starting week prevents repeated correction work.

6. Choose the visibility of each available time

Theravo separates several availability channels:

• publicly bookable
• patient portal only
• available for suggestions through the Email Assistant
• internal only

This allows the same working week to have different levels of access.

Example

A time that is free internally is not automatically a public appointment. Publish only appointments that may genuinely be booked without further discussion.

The practice can temporarily disable public booking altogether and can also keep part of otherwise available inventory hidden.

7. Distinguish free availability from recurring appointments

Free availability invites an eligible patient to choose a time. A recurring appointment series reserves specific appointments at a regular interval.

Use recurring appointments for arrangements such as:

• weekly sessions
• fortnightly sessions
• a regular appointment over an agreed period

When making a change, decide whether it affects one appointment, all future appointments or the complete series.

Use free availability where the exact time still needs to be chosen. A regular working block is not the same as a recurring series assigned to one patient.

8. Add holidays and blocked time

Enter leave and other absences as early as possible. Theravo supports both individual blocked slots and holiday periods.

Typical internal blocks include:

• annual leave
• training
• supervision
• clinical notes
• team meetings
• a private commitment

The detailed label remains internal. Patients only need to know that no appointment is available at that time.

9. Review conflict and configuration warnings

When availability for different appointment types overlaps, Theravo can show conflict or incomplete-configuration warnings. Check for:

• duplicated availability
• overlapping appointment types
• an incomplete appointment-type setup
• existing booked appointments in the affected period
• active slot holds during a payment journey

When availability is regenerated or replaced, existing appointments and active payment holds are protected. Even so, review larger changes first within a small, manageable date range.

10. Review the real patient-facing booking page

Once the calendar is ready, open the public booking page or embedded widget.

Check:

• Are only the intended appointment types shown?
• Are the correct days and times visible?
• Is internal time hidden?
• Do existing patients see the right follow-up availability in the portal?
• Are duration, location and description correct?
• Does the page work well on a mobile phone?
• Are holiday periods unavailable?

Do not rely only on the internal calendar. What matters is what patients can actually see and select.

Example: preparing a typical week

A therapist works from Monday to Thursday.

• Monday morning: two public initial consultations
• Monday to Thursday: protected follow-up availability in the patient portal
• Wednesday lunchtime: internal time for clinical notes
• Thursday evening: one public online initial consultation
• Friday: no published availability

The therapist first configures the appointment types, then adds available times in the calendar, copies the week across the next six weeks and finally blocks annual leave and training days.

This produces a reliable starting schedule without making the whole working day public.

Checklist before publishing

• Appointment types are fully configured.
• Calendar display hours and grid interval fit the working day.
• Duration and buffer for each appointment type have been checked.
• Public, portal, Email Assistant and internal availability are clearly separated.
• One typical week has been tested before copying.
• Copied weeks have been checked for holidays and leave.
• Recurring patient appointments are not confused with free availability.
• Conflict warnings have been resolved.
• Existing appointments remain unchanged.
• The public booking page has been checked on desktop and mobile.