Managing Calendars

In Power Diary, the star of the show is the calendar. Using the calendar, you can manage your entire clinic. You can add new appointments, create your client database, generate invoices and much more. 

You can create more than one calendar in your account - however, the maximum number of calendars you can create depends on your Power Diary plan.

In this article:

Adding A New Calendar

You should create a calendar for every clinician in your clinic. Having access to a calendar gives a user the ability to create and manage their own practice through Power Diary. 

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

1
Navigate to SETUP → Calendars using the left-hand menu of Power Diary.

2
Click Add New Calendar

3
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).

Once done, click the Save button. This will send an activation email to the email address of the user for whom you activated the calendar. 

(Go to the end of this article to learn more about how to set your calendar). 

Editing An Existing Calendar:

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

1
Navigate to SETUP → Calendars using the left-hand menu of Power Diary.

2
Edit the details of the existing calendar. Here, you can also change the profile picture shown alongside the calendar as well.

When done, click on the Save button at the bottom-right corner of the screen. 

Understanding Calendar Settings

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

Calendar Details

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. 

Calendar Settings

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. This  is where you decide where.
  • 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. 

Insurance Registration Details

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 Beta

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. 

Calendar 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:

1
On the left-side menu, navigate to SETUP → Calendar. Here, you’ll see a list of all your calendars in your account.

2
Click on the name of the calendar you’d like to deactivate.

3
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:

1
Navigate to SETUP → Calendars.

2
Here, toggle the Show Inactive switch on the top-right corner of your screen to see a list of inactive diaries greyed out.

3
Click on the calendar you’d like to activate.

4
On the main details page, you’ll find the Active toggle. Turn it on to reactivate the calendar - and make changes to any details you want.

Click Save once you're finished.

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