Adding and Editing Calendars

Each person taking appointments in your business should have their own calendar. Having access to a calendar gives a user the ability to manage their own practice through Power Diary. Your calendar will enable you to:

  1. Schedule your own appointments (both personal and clients).
  2. Generate invoices in your name billed to your clients.
  3. Make yourself available for online bookings via the Client Portal.

... and more. You can create as many calendars in your account as you need, and your subscription level will automatically adjust to the correct plan.  

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Adding a New Calendar

You should create a calendar for every clinician in your clinic. 

Here’s how you can easily create a calendar in Power Diary:

Navigate to Setup → Calendars using the left-hand menu of Power Diary. 
Click Add New Calendar. 
Enter the details of the new calendar. This includes the name, email and mobile number, plus other information you’d like to add (Scroll to the bottom of the page to see how to fill this form).
Click Save.

Editing An Existing Calendar:

Here’s how you can easily create a calendar in Power Diary:

Navigate to Setup → Calendars using the left-hand menu of Power Diary.  
Click on the calendar to edit its details. 
On the main page, you can edit the basic information of the calendar, such as email, phone number and extra invoice text. You can also update the profile picture as well. 


You may need to resize your Logo image for the best fit. There are some free online tools that you can use, for example, Adobe here. At the Resize step in the Resize For field, please select Custom from the dropdown, and then type the desired Width dimensions. The Height will update automatically. 

On the top-left corner, there is a menu that lets you adjust advanced settings. In the section below, you can learn what settings are available in each section. 

Click Save once you have edited the calendar and made changes to the settings.

Understanding Calendar Settings

Here’s a brief explanation of the different settings available to you when you create/edit a calendar.


Here you can add the basic information for a calendar. This includes info like:

  • Name, Shortened Name and Real Name. 
  • Mobile Number and Email Address
  • Custom Invoice (To display on invoices generated in that calendar). 
  • Appointment Info (To add custom information for the calendar that only the calendar owner can view)

In addition, you can also change the profile picture for the calendar as well. 


Here you can configure how a calendar operates in Power Diary. This includes settings like:

  • Show client’s DOB on Invoice: This will display a client’s date of birth on any invoice generated through Power Diary. 
  • Default location for new appointment: If you have multiple branches, you can choose what default location will be displayed when creating an appointment through that calendar. 
  • Services Available on Client Portal: This setting will take you to the Services page where you can add services to the client portal. 
  • Forward Text Messages Received: The messages clients send you in response to your appointment reminders can be forwarded to an email or phone number of your choice. 
  • Important

    Standard SMS charges will apply if you select to forward to mobile.

  • If Client Cancels Via SMS Reply Notify Calendar User: With this setting, you can choose where Power Diary should notify you if a client cancels an appointment with you. 


A dedicated Toll-Free Number (TFN) is required to send/receive SMS messages in the USA, Canada, Puerto Rico, Bahamas, Jamaica, Costa Rica, and Barbados. For more details, please click here


This is where you can add details of insurance providers in your country. Simply click on +Add Calendar Insurer and fill in the details of the insurer you’d like to add. 

Google Sync

This is where you can connect your Power Diary calendar to your Google Calendar so all your appointments also show on Google Calendar. Simply click on Connect To Google button and sign in with your Google Account. 

Available Services

This is where you choose what services you want to show on your Client Portal so clients can book appointments with you on their behalf. 

Note: You’ll only be able to see the services that you’ve already entered in Power Diary. 

Diary Roster

Here you can set your availability for your calendar so clients can see when to schedule appointments with you. Simply click on +Add New Roster to create a schedule for your calendar. 

Deactivating and Reactivating a Calendar

Here’s how you can deactivate an existing calendar:

On the left-side menu, navigate to Setup → Calendar. Here, you’ll see a list of all your calendars in your account. 
Click on the name of the calendar you’d like to deactivate. 
On the main details page, you’ll find the Active toggle. Turn it off to deactivate the calendar. 

Click Save.

To reactivate a calendar you deactivated:

Navigate to  Setup  → Calendars
Turn on the Show Inactive switch on the top-right corner of your screen. You will see a list of inactive diaries greyed out. 
Click on the calendar you’d like to activate. 
On the main details page, you’ll find the Active toggle. Turn it on to reactivate the calendar.

Click Save.

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