Scheduling an Appointment, viggoVet docs

Appointment scheduling is one of the most frequent tasks in viggoVet. Whether a client calls to book or walks in, the process starts on the calendar. This guide walks you through creating an appointment from scratch.

Note: The calendar is included in every viggoVet plan.

Opening the calendar

Click Calendar in the main sidebar (under the DASHBOARD section).

The calendar displays your clinic’s schedule. You’ll see filter tabs at the top (All Appointment, Active Appointment, Cancelled Appointment), a Show By dropdown to switch between views, a Categories dropdown, and the + Add Appointment button in the top-right corner.

Scheduling an Appointment, Opening the calendar

Creating an appointment

Click + Add Appointment in the top-right corner of the calendar. The appointment form opens as a modal.
Fill in the fields:
Click Save Appointment.

The appointment appears on the calendar in the matching category column.

Scheduling an Appointment, Creating an appointment

Field	Description	Required
Appointment type	The specific service being provided (e.g., Consultation). Each type has a configured duration that auto-fills the end time.	No
Category	Which calendar column this appointment lands in (e.g., Consult 01, Consult 02). Color-coded on the calendar.	Yes
Provider	The veterinarian or staff member who will see the patient.	No
Reason of visit	Brief description of why the client is coming in (e.g., “Limping”).	Yes
Start date	The date of the appointment.	Yes
End date	The end date. Usually the same as start date.	Yes
Start time	When the appointment begins (12-hour format with AM/PM).	Yes
End time	When the appointment ends. Auto-calculated from the type’s duration, but you can adjust it manually.	Yes
Duration	Duration of the consultation or visit	No
Client	The pet owner. Start typing to search by name, ID, phone, or email. Shows client number and phone beside the name.	No
Patient	The animal being seen. Options load from the selected client’s patients. Has a + button to create a new patient.	No
Entity	The entity owning or taking care of the pet. Start typing to search by name	No
Note	Internal notes about this appointment.	No

Tip: If the client doesn’t exist yet, click the + button next to the Client field to create a new client without leaving the form. Same for patients. The new record is automatically selected once saved.

How appointment types and categories work

Types define the service and its duration. When you select a type, viggoVet calculates the end time automatically (e.g., 15 minutes for a vaccine, 30 minutes for an exam). You can adjust the end time manually if needed.

Categories are the columns that appear on the calendar. They organize your schedule visually. Some clinics use categories for rooms, others for consultation types. Each category can be customized per your clinic’s needs.

Note: Types and categories are configured by your clinic administrator in Configurations > Appointment Types and Appointment Categories.

Calendar views

The Show By dropdown in the top bar switches between different views:

View	What it shows
Calendar	Shows all appointment in a visual calendar
Agenda	Shows all appointments in a written organized agenda
Category or provider dropdown	Change the columns to be shown by category or by provider
Type of consultation dropdown	The default is “all” but it can be changed to show emergencies, consult 1, 2, etc.
All appointments	Shows all appointments
Active appointments	Shows only active appointments
Cancelled appointments	Shows only cancelled appointments

Scheduling an Appointment, Calendar views

Tip: The Provider view is great for finding who’s available. Look for white/open areas in a provider’s column. The hatched/striped areas mean that provider isn’t scheduled to work during those hours.

Viewing appointment details

Click any appointment block on the calendar to see a popup card with its details:

Appointment Details header with date and time range
Status badge (color-coded, e.g., “In Category”, “Not Confirmed”, “Checked In”, “Client Booking”)
Category and Type
Complaint (reason for the visit)
Client’s name Mobile Number, and email
Patient name
Species, gender and breed of the patient
Note
Quick action buttons

Below the details, a collection of action links:

Action	What it does
History	View the appointment’s status change history
Duplicate	Create a copy of this appointment
Edit	Modify the appointment
Treatment plan	Open the patient’s treatment plan
Print	Print the appointment details
Send	Send to client by whats app, email, SMS or telegram
Appointment details	Go to the full appointment details page
Out patient	Admit the patient as in out-patient
In patient	Admit the patient as an in-patient
In surgery	Check the patient as under surgery
Check out	Check the patient out of the clinic

Editing or cancelling an appointment

To edit: Click the appointment on the calendar, then click Edit in the popup. Change the time, provider, type, or any other field, then save.

To cancel: Open the appointment details and change the status to Cancelled. The time slot becomes available for other bookings. Cancelled appointments are visible under the Cancelled Appointment filter tab.

To reschedule: Edit the appointment and change the date and time fields. The calendar updates immediately.

What to do if something goes wrong

Client’s patient doesn’t appear: Make sure the correct client is selected first. The patient dropdown loads only that client’s pets. If the patient is Inactive or Deceased, they won’t appear. Change the patient’s status to Active first.

Wrong appointment type duration: Edit the appointment and adjust the end time manually, or ask your admin to update the type’s configured duration in Configurations.

Need to add a new client or patient during booking: Click the + button next to the Client or Patient field. The creation form opens without losing the appointment you’re filling in.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.