The Calendar is the screen where reception and practitioners spend most of the day. The grid shows the full 24 hours — from 0:00 to 23:00 — for the whole week. In Practitioner view every column is one day of the week, and the appointments of the selected practitioners sit side by side in it, each in their own colour. A column is a room or a device only in the room and device views.
The same screen has a second face: the View switch turns the grid into a List — a table with filters, export and actions on many appointments at once. It is described in Appointment list.
How to do it
Move through the week
At the top you have Previous week, Next week and Today. On a phone the grid narrows to a single day, so the arrows are called Previous day and Next day.
Choose what a column is
By default you get Practitioner view: columns are the days of the week, and the selected practitioners' appointments sit side by side in each day's column, in the colours shown in the legend above the grid. If the practice has rooms enabled, Room view appears next to it; if it has devices configured, Devices joins them. With no rooms and no devices the switch is not shown — there is nothing to switch between.
Four places you come back to most often. Under 1 are the week arrows and the Today button. Under 2 — the hour axis from 0:00 to 23:00, the same in every view. Under 3 — the column header: a day of the week in Practitioner view, a room in Room view, a device in Devices. Under 4 — the appointment tile, the one you drag in step five.
Narrow down what you see
The Filters button opens narrowing by Practitioner, Service, Status, Patient, Time and Notes. Time has ready-made ranges: Full day, Morning (8–12), Afternoon (12–17), Evening (17–20). Notes have three states: All, Has notes, No notes. Clear all removes everything at once. Appointments with the Cancelled status are hidden by default and do not occupy their slot — you can book a new appointment in their place straight away. To see them, select Cancelled in the Status filter.
Create an appointment or block time
Click an empty spot in the grid — New appointment opens. You create a block with the Block time button in the bar above the grid — no keyboard needed, so it works on a tablet too. The keyboard shortcut stays: hold Shift and click or drag on the grid; the hint Hold Shift + click to block time instead of creating an appointment tells you so.
A block has a Day, a Title (for example Lunch, Admin, Meeting…), a Start time, an End time or an All day marker. The Practitioner field says whose calendar you are blocking: reception has no calendar of its own, so it always picks a practitioner, while a practitioner blocks their own calendar by default but can pick a colleague. Saving is confirmed with Time block created., deleting with Delete block and a confirmation prompt. Only the person who created a block can change or delete it.
Reschedule by dragging
Grab an appointment tile and drag it to another hour or another column. A successful move is confirmed with Appointment rescheduled successfully. Dragging the bottom edge changes the duration — confirmed by Appointment duration updated.
For an appointment from a recurring series Heltio stops you with Move only this appointment? This will detach it from the recurring series. Answering Move appointment lifts that single date out of the series; the rest of the series stays untouched.
Open the waitlist
The Waitlist button opens a panel with the people waiting for a free slot. If there is nothing in the preferred window you will see No free slots found in the preferred window — pick a time manually. Details: waitlist.
When something goes wrong
Failed to load appointments. Please try again.
What this means: The browser lost its connection to Heltio, or the query for this week failed.
Cannot move — conflicts with another appointment
What this means: The same person already has another appointment where you are dropping this one.
Room is already booked at this time
What this means: The appointment could be moved in time, but the target room has another booking at that hour.
This appointment slot is outside the practitioner's scheduled working hours. Booking anyway requires a reason.
What this means: The target hour lies outside that person's schedule.
No appointments this week.
What this means: The week is empty, or the filters are cutting everything out.
Who has access
Clinic Admin Receptionist PractitionerEvery team member can see the calendar. Anyone who can reschedule appointments can block time in a selected practitioner's calendar: the owner, administrator, practitioner, reception, coordinator and senior physiotherapist. Only the person who created a block can change or delete it — the owner gets no exception here either. Anyone who can book (reception included) can book or move an appointment outside the schedule: Heltio shows the Outside working hours dialog, asks for a Reason for override and records it in the audit log.
Related
- Appointment list — the same set of appointments in a table, with export and bulk actions.
- Adding an appointment — exactly what you fill in inside New appointment.
- Rooms and treatment spaces — where the room view comes from.
- Practitioner schedule — how the calendar knows who works when.
Related features
Appointment list — filters, printing and bulk actions
The table view of the calendar: narrowing by status, payment and visit card, CSV export, reminders and no-shows marked in bulk, printing a day or a week.
Adding an appointment
How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.
Practitioner working schedule
A working-hours template with a multi-week cycle, exceptions pinned to specific dates, copying a schedule across the team, and setting how much of it the practitioner may change themselves.
Google Calendar sync
Linking a practitioner's private Google Calendar with the Heltio calendar. The feature is built but not yet available — the card in settings shows Coming soon.