Calendar Features
Core capabilities powering scheduling within Sherpii.
External Calendar Sync
Connect Google Calendar or Microsoft Outlook. Appointments sync outward; incoming events are matched to patients by name or email.
Side Drawer Booking
Click "+ New Meeting" to slide in a booking panel from the right β patient, type, date, time, and recurrence in one place without a page change.
Recurring Meetings
Weekly, bi-weekly, or monthly recurrence per patient. Individual cancellations are tracked without breaking the whole series.
Appointment Types
Each slot carries a type that determines how Sherpii handles billing, patient notifications, and clinical documentation.
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Standard Session
Individual patient appointment β generates a clinical note, sends patient confirmation, and creates a billing draft at session end.
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Group Session
2β12 participants tracked individually. Each person's attendance, notes, and billing are managed separately under one shared calendar event.
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Time-off / Vacation Block
Marks a slot or date range as unavailable. Blocks patient self-booking during the period and syncs to the external calendar.
Non-billable
Session is logged and notes are kept, but no invoice is generated. For first sessions offered free of charge or pro-bono work.
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Future Reminder
A personal calendar note not linked to any patient β for supervision, CPD, or administrative tasks. Does not trigger patient notifications.
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Personal / External Event
Non-patient entry (calls, errands). Toggle "space-taking" to optionally block patient self-booking in that slot without it appearing as a clinical appointment.
Scheduling Controls
Precision controls for complex scheduling needs β from drag-and-drop rescheduling to religious holiday management.
Appointment Controls
- β Drag-and-drop rescheduling β drag any event to a new time or day (snaps to 15-minute steps); the system prompts for edit scope if the event is part of a recurring series
- β Resize to change duration β drag an event's bottom edge to lengthen or shorten the session
- β Background write-back β every drag, drop, and resize is reflected in the therapist's connected calendar (Google / Outlook) automatically, with a live sync status shown on the calendar
- β Recurring edit granularity β "Edit this occurrence only", "Edit all future appointments", or "Edit until a specific date"
- β Space-taking toggle β mark any personal or admin event as space-taking to prevent patient self-booking or overlapping appointments in that slot
- β Quick patient add β create a new patient directly from the booking drawer without leaving the calendar
- β Conflict detection β visual warning when a new booking overlaps with an existing confirmed event
Calendar Customisation
- β Holiday management β select which Jewish, Muslim, Christian, or national holidays appear in your calendar; auto-generate time-off blocks for selected holidays
- β Multiple views β weekly (default), daily, and monthly; navigate by arrow buttons or date picker
- β External calendar sync β Google Calendar or Outlook, outbound and inbound; Sherpii sessions appear in the therapist's personal calendar automatically, and every drag, drop, or resize is written back to the connected calendar in the background
- β Doctor's Journal sync β all appointments auto-populate the physician's journal (ΧΧΧΧ Χ¨ΧΧ€Χ) required by the Israeli tax authority
- β SMS reminders β automatic patient reminders at configurable timing; no additional cost
app.sherpii.io/calendar
Use Cases
Key workflows supported by the Calendar & Scheduling module.
Booking a Recurring Session
Actor: Caregiver
- Click "+ New Meeting" β the booking drawer slides in from the right.
- Select patient, session type, date, and time.
- Toggle "Recurring" on and set the recurrence rule.
- Save β session series appears in the calendar and syncs to the connected external calendar.
- Patient receives a confirmation via their preferred channel.
Viewing or Rescheduling a Session
Actor: Caregiver
- Click any event β the detail drawer slides in with full appointment info.
- Click "Edit" to update time, type, or recurrence.
- Choose "Edit this occurrence" or "Edit all future".
- System notifies the patient and updates the external calendar.
Blocking Time Off
Actor: Caregiver
- Click "+ New Meeting" β select "Time-off Block" as the appointment type.
- Set the date range (e.g. a full week of vacation).
- Save β the slots are blocked from patient self-booking and shown as unavailable in the connected external calendar.
- Patients who try to book during that period via the self-booking link see those slots greyed out automatically.
Setting Up Patient Self-Booking
Actor: Caregiver
- Go to Calendar Settings β Self-Booking and toggle the feature on.
- Define available windows (e.g. MonβThu, 09:00β17:00) and minimum booking notice (e.g. 24 hours).
- Choose between auto-approval or manual confirmation mode.
- Copy the patient's personalised booking link and share it via WhatsApp or email.
- Patient selects an available slot; therapist receives a notification and the appointment appears immediately in the calendar.
Patient Self-Booking Portal
Give patients a therapist-controlled booking link. No account required β just a clean slot-picker scoped to the times you make available.
How It Works
1
Therapist enables self-booking and defines available time windows. Vacation blocks and holidays are automatically excluded.
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Patient receives a personalised secure link β no Sherpii login required.
3
Patient picks an available slot and confirms their details.
4
Therapist is notified; the appointment appears in the calendar and the patient receives a confirmation.
Therapist Controls
- β Scoped to existing patients only, or open to new intake inquiries
- β Minimum advance-notice setting (e.g. no bookings within 24 hours)
- β Maximum weekly booking cap per patient
- β Auto-approval or manual confirmation mode
- β Unique link per patient or shared intake link for new referrals
- β Cancellation policy shown to patient at booking time