Calendar Overview

Calendar Overview

Overview

The Calendar in ICANotes+ provides a cleaner interface, streamlined scheduling workflows, enhanced provider availability management, and improved responsiveness across supported devices.

IdeaPro Tip: Use the Provider and Location dropdowns at the top of the Calendar as your primary views. Combine them with the filters in the left pane to quickly find the appointments you need.

Key Features

The redesigned Calendar experience includes enhancements across the following areas:

  • Improved calendar interface with a collapsible left pane, cleaner appointment layout, filter indicators, and flexible calendar views.
  • Enhanced appointment request management and self-scheduling visibility.
  • Expanded availability management with one-time, recurring, and blocked availability options.
  • Client time zone support and recurring group appointments.
  • Visual indicators for recurring, unconfirmed, cancelled, and no-show appointments.
  • Quick Calendar enhancements, including date range filtering, additional columns, and chart detail previews.
  • Improved responsiveness across supported devices.
The following sections describe each enhancement in more detail.

Calendar Interface Enhancements

The calendar interface has been updated to improve visibility, navigation, and overall usability.

Collapsible Left Pane

The left pane is no longer fixed on the screen. You can now collapse or expand the pane to create additional space for viewing appointments on the calendar.

Expanded left pane



Collapsed left pane


Appointment Details Displayed Directly on Calendar

Appointments now display important details directly on the plotted appointment, including the appointment name and duration.

This enhancement makes it easier to identify appointments without opening appointment details.


Cleaner Appointment Layout

Appointments now appear with a cleaner and more modern layout on the calendar.

The redesigned interface improves readability and makes the calendar easier to navigate.


    Filter Count Indicator

    The Filters option now displays a numeric indicator showing how many filters are currently applied. This helps users quickly identify when filters are active.

    Collapsed Filters Pane: View the number of active filters directly from the collapsed Filters option.


    Expanded Filters Pane: Expand the Filters pane to view the selected filters.



      Switch Between Full Day and Business Hours View

      The calendar now allows switching between Full Day and Business Hours views.

      This helps users focus only on relevant scheduling hours when needed.




      Responsive Experience Across Devices

      The Self-Scheduling System (SSS) is now responsive across supported devices.

      Users can access and manage scheduling workflows more effectively on desktops, tablets, and mobile devices.



      Appointment Requests and Self-Scheduling

      New enhancements make it easier to review appointment requests and identify provider availability during scheduling.

      View All Pending Appointment Requests in Left Pane

      When the Auto Confirm Appointments setting is disabled, all appointment requests submitted through the self-scheduling link or the client portal appear as pending requests in the left pane of the calendar. Refer to the screenshots below.



      A badge appears at the top of the calendar, showing the number of appointment requests awaiting confirmation.


      Select the badge to expand the left pane and view all pending appointment requests.

      Review each request and select Confirm or Cancel as appropriate.



      Provider Availability for Self-scheduling Visible on Calendar

      Provider availability now appears directly on the calendar, making it easier to identify available time slots for the selected day.

      This visibility helps streamline self-scheduling workflows and appointment booking.

      Availability Management

      Availability configuration has been centralized and expanded to provide greater scheduling flexibility.

      Availability Management Moved to Settings

      Provider availability management is now available within Settings.

      You can configure availability separately for different providers from a centralized location.



      Default Calendar Setup for Practice and Provider 

      The calendar now supports default working days configuration at both the Practice and Provider levels.

      This helps organizations quickly configure scheduling preferences during setup.

      Practice-level default calendar setup


      Provider-level default calenda setup

      Notes
      When scheduling an appointment from the Week or Month view, if the selected date/time is outside the provider's default calendar schedule in Personal Preferences, the system automatically selects the next available date/time. A notification appears next to the Appointment Time dropdown to indicate that the appointment was adjusted to match the provider's working hours.

        Configure One-Time and Recurring Availability

        The calendar now supports both one-time and recurring availability configurations.

        This allows providers to define flexible schedules based on operational needs.

        One-time availability setup



        Recurring availability setup



        Block Availability for Other Commitments

        You can now block provider availability for meetings, breaks, holidays, or other commitments.

        Blocked time prevents scheduling during unavailable periods.


        Block availability setup



        Blocked availability entry on the calendar



        Block Availability from the Calendar

        Availability blocks can now be created directly from the calendar, in addition to the option available in settings. Blocked time slots appear with a gray background, and availability can be blocked for multiple clinicians at the same time.



        Appointment Scheduling Enhancements

        Several updates simplify appointment scheduling and support more flexible scheduling workflows.

        Schedule Appointments in Client Time Zone

        You can now schedule appointments using the client’s time zone.

        Select the client time zone from the dropdown menu to view available slots based on the client’s local time.



        Book Group Appointments Without Attached Group or Participants

        You can now create group appointments without attaching a group or participants during scheduling.

        This enhancement provides additional flexibility when scheduling group appointments.



        Recurring Group Appointments

        The calendar now supports scheduling recurring appointments for group appointments.

        This simplifies scheduling for recurring therapy or group sessions.


        Appointment Status and Visibility

        New visual indicators help users quickly identify appointment types and statuses directly on the calendar.

        Recurring Appointment Indicator

        Recurring appointments now display a dedicated icon to help differentiate them from single appointments.

        This improves visibility when reviewing schedules.



        Visual Indicator for Appointments with Notes

        Appointments that have an associated note display a note icon on the calendar, making them easy to identify at a glance, as shown in the screenshot below.


          Visual Indicators for Cancelled and No Show Appointments

          Cancelled and No Show appointments are displayed with a strikethrough on the client's name and corresponding Cancelled or No Show tag in red, making them easy to identify on the calendar, as shown below.


          Visual Indicator for Unconfirmed Appointments from Client

          Appointments that are awaiting client confirmation display a red circle icon on the calendar, making them easy to identify, as shown in the screenshot below.



          Visual Indicator for Unconfirmed Provider Appointments 

          Appointments awaiting provider confirmation display a crossed-line pattern on the calendar, making them easy to identify, as shown in the screenshot below.




          Visual Indicator for Phone Call Appointments

          Appointments with the Phone Call contact type display a corresponding icon on the calendar, making them easy to identify, as shown in the screenshot below.



          Visual Indicator for Telehealth Appointments 

          Appointments with the Telehealth contact type display a corresponding icon on the calendar, making them easy to identify, as shown in the screenshot below.



          Visual Indicator for In-Person Appointments 

          Appointments with the In-Person contact type display a corresponding icon on the calendar, making them easy to identify, as shown in the screenshot below.




          Quick Calendar Enhancements

          The Quick Calendar includes additional filtering and visibility improvements to help users review appointment information more efficiently.

            Quick Calendar: Filter Appointments by Date Range

            The Quick Calendar now supports filtering appointments by a date range instead of a single date.

            This enhancement helps organizations review appointments more efficiently across multiple days, improving scheduling visibility and workflow management.




            Quick Calendar: New Columns Added

            The Quick Calendar now includes additional columns, including Note Status, Appointment Type, and Note Type.

            This enhancement helps organizations view appointment and documentation details more efficiently, reducing the need to open individual records for quick verification.




            Quick Calendar: View Chart Details

            Hover over a client name in the Quick Calendar to view chart details, as shown in the following screen.



            Summary

            The redesigned Calendar experience improves usability, scheduling flexibility, provider availability management, recurring scheduling workflows, and cross-device accessibility. These enhancements help streamline appointment management and improve the overall scheduling experience in ICANotes+.


            Learn More

            For detailed instructions on using the new Calendar features, see the following articles.




            Need Help?

            For further assistance, contact:
            📞 Phone: 443-203-5857
            📱 Text: 866-301-0085
            📧 Email: ticket@icanotes.com
            💬 Chat: https://app.icanotes.com



            Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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