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Scheduling: Creating Client Appointments

Learn how to schedule a client appointment using Hi Rasmus scheduling

📹 Watch: Creating Client Appointments in Hi Rasmus

 

📅Learn: How to Create a Client Appointment

  1. Navigate to [Scheduling] > Select [Schedule For] or [Overview]

  2. Select the preferred view to a [client's calendar]
  3. Double click on the [client's calendar] on the day/time OR click and drag down on a day/time to get the new appointment box to pop up so you can begin to create an appointment
    1. The top grey box will default to [Appointment]
    2. The client's name will already appear in the client drop down 
    3. Select the [User] you will scheduling to work with the client 
      1. [Top Matches
    4. Confirm the [Date] and [Scheduled Start] and [Scheduled End] times are correct 
    5. Select the [Session] *this is a required field* - click here to learn how to create client sessions
    6. Select the [Service] - (optional)
      1. Click here to review how to set authorized & unauthorized services up services for clients. You can schedule against a client authorization as long as it is set up on the client profile.
      2. Modifiers can NOT be selected on an appointment, whichever modifiers are listed on the service code, will be applied to the appointment. 
    1. Select the [Place of Service] - (option) click here to review how to set up place of services 
    2. Add in real-time appointment [Notes]. These are optional. These default to be visible to internal staff (not visible to parent roles). Select the eye to hide these notes from internal staff if preferred. 
    3. Leave [Payable] toggled on or toggle off. This is currently only used in reporting. 
    4. Select [Repeat] to set up a recurrence Or do not touch if a one time occurrence.
    5. Select [SAVE CHANGES] 
  • ⚠️ You'll receive a warning message if:
    • you try to schedule over an existing client appointment
    • you try to schedule over an "Unavailable" block
    • you try to schedule a client with a user who does not have access to their profile
  • Scheduling warnings will not prevent you from inputting the appointment! 

 

Your appointment will be in a "draft" or "created" status if: 

  • You're scheduling an "Appointment" but don't have a user listed 
  • You're scheduling an "Appointment" but don't have a session selected
  • You switch the appointment status to "draft" (the status can only be switched once a session is selected)
If an appointment is in a "draft" or "created" status, it will not show up on the users [My Schedule] page or on the client's [Appointments] tab. 

💡Scheduling Pro Tips 

Update Appointments "En Masse": You can make updates across multiple appointments before saving your changes, so that you can visualize updates before locking them in! 

Simply click out of the appointment you have been setting up, and as long as the "big light red bar" is at the bottom of the screen it will save any updates you make.

  • Select [Review Changes] to view the updates across all appointments before saving them all. If you want to discard one of the updates, just select the trash can icon. 
    Screenshot 2025-06-01 at 3.10.15 PM
  • Selecting [Save Changes] on the big red bar at the bottom of the screen will lock in the updates across all appointments that you have made.
    • Selecting [Discard] will put you back where you started!