Appointments

Book, manage, and track appointments across your clinic.

Booking an appointment

1. Open the calendar

   Click Calendar in the sidebar. The calendar shows all upcoming appointments across all vets. Use the day/week/month toggle to switch views.

2. Click a time slot or + New appointment

   Click directly on a time slot in the calendar to open the booking form pre-filled with that time. Or click + New appointment in the top-right corner.

3. Select the patient and type

   Search for the patient by name. Select the appointment type (wellness exam, sick visit, surgery, recheck, etc.). The type sets the default duration and any pre-visit instructions sent to the owner.

4. Assign a vet and confirm the time

   Select the attending vet. Chartling shows their availability for that day. If you're double-booking, a warning appears. You can still save the appointment.

5. Add notes (optional)

   Internal notes are only visible to clinic staff. Owner-facing notes are included in the reminder email and shown in the owner portal.

6. Save

   Click Book appointment. A reminder is queued ahead of the appointment if reminders are enabled for your clinic (Settings → Owner communications). The appointment appears on the calendar and in the owner portal.

Check-in flow

When a client arrives, find their appointment on Today, the calendar, or the patient profile and click Check in. This moves the appointment to Checked in status and makes it easy to start a visit directly from the appointment card.

For a front desk that would rather hand clients a tablet, Kiosk is a stripped-down, large-touch-target check-in screen for the day's appointments. The tablet itself stays signed in as a staff account; a client taps their pet on the list to check in, and the same appointment.checkin permission applies behind the scenes as a manual check-in from the calendar.

Completing an appointment

An appointment moves through Checked in → Roomed → In progress as the visit runs. Once a signed visit's bill is drafted (on a tier with invoicing), the appointment advances itself to Ready for checkout; staff can also move it there by hand from Today or the calendar.

Clicking Complete on a ready-for-checkout appointment opens the same checkout review screen Boarding, Daycare, and Grooming use: it lists the charges drafted from the visit, lets you edit a line, add or remove one, or apply a one-time discount, then choose how to collect: charge the card on file, take payment now at the counter, email the client a bill to pay, or leave it open on the bill. The appointment only becomes Completed once nothing is left owing; a successful charge to the card on file completes it in the same step; taking payment now opens the invoice, and the appointment completes once that payment is recorded; emailing a bill or leaving it open keeps the appointment at checkout until someone records that payment. If no bill was drafted for the visit (for example, on the Intelligence tier), clicking Complete just finishes the appointment with no payment step.

Appointment types

Appointment types are configured in Settings → Appointment types. Each type has a default duration, a color for the calendar, a default price, and whether it can be booked online.

Booking, recurring, and change requests

The schedule has two tabs, Calendar and Requests, and Requests carries one combined pending count. Inside Requests are its own tabs: Booking requests, Recurring, Changes, and Client intake.

• Booking requests: a new appointment requested through the owner portal or the public booking page, for a vet visit or any enabled service module. Confirm it to book the appointment, or decline it with a reason sent to the owner.
• Recurring requests: a request for a new standing, repeating booking (e.g. weekly daycare) that hasn't been confirmed yet. This is separate from a change to an existing series.
• Change requests: a reschedule or cancellation request against a booking that's already confirmed, as opposed to a brand-new request still waiting on its first confirmation.

Public online booking

On Operations and Practice tiers, every clinic gets a public booking page (no owner login required) at a link built from your clinic's slug (share it on your website or social profiles). It covers vet appointments by default, with links to Boarding, Daycare, Grooming, and Training booking if you have those modules enabled. A visitor picks a service, date, and contact info and submits the request; nothing is auto-confirmed. Requests land on the Booking requests tab described above for staff to review and confirm.