Creating and Editing Appointments

Every appointment in viggoVet starts with the same form. Whether a client calls to book, walks in, or you’re rescheduling an existing visit, the process is quick and consistent. This guide covers how to create, edit, duplicate, and manage appointments from the calendar.

Ways to create an appointment

You have three options:

1. Click + Add Appointment in the top-right corner of the calendar page (works from any view)
2. Click directly on a time slot in Provider or Category view (the form opens with the time and provider/category pre-filled)
3. From the patient’s Appointments tab in their profile (the form opens with the client and patient pre-filled)

All three open the same appointment form.

The appointment form

The Add Appointment modal contains these fields in order from top to bottom:

At the bottom: Cancel and Save buttons.

Step by step: creating an appointment

1. Click + Add Appointment on the calendar page.
2. Select the Type (e.g., “Consultation”). This determines the default appointment length. viggoVet automatically calculates the end time based on the type’s configured duration.
3. Select the Category (e.g., “Consult 01”). This controls which column the appointment appears in when viewing the calendar in Category (Day) view.
4. Type the Reason of Visit if needed (e.g., “Limping”). This is optional but gives your team context before the patient arrives.
5. Select the Provider who will see the patient.
6. Set the Start date and Start time. The end time fills in automatically based on the type duration, but you can adjust it manually if this visit needs more or less time.
7. Select the Client or Entity. Start typing a name, phone number, or email and viggoVet searches across all clients. The dropdown shows each match with their client ID number and phone.
8. Select the Patient. Once a client is selected, their registered animals appear in this dropdown. Pick the one being seen.
9. Add a Note if needed (e.g., “Owner requested Dr. Ivan specifically”).
10. Click Save.

The appointment appears on the calendar in its matching category column and provider column.

Tip: If you click directly on a time slot in the calendar (rather than using the + Add Appointment button), the form opens with the date, time, and provider or category already filled in. This saves a few clicks.

The ATTENTION alert box

When you select a client or patient that has recorded alerts, a yellow ATTENTION box appears in the top-right area of the form. It displays the alert text so your team sees important notes before confirming the booking.

For example: “Prefer afternoon appointments”

The box has an X button to dismiss it, but the alert remains on the client/patient record.

Note: Client and patient alerts are configured on the client profile page. Any alert text saved there surfaces automatically during booking.

Creating a new client or patient during booking

If the client doesn’t exist yet, you don’t need to leave the appointment form. Click the + button next to the Client field to open a quick-create form. Fill in the client details, save, and the new client is automatically selected in the appointment form.

Same for patients. After selecting a client, if their pet isn’t registered yet, click the + button next to the Patient field. Create the patient record and it populates into the form.

Your appointment form stays open the entire time. Nothing is lost.

Editing an existing appointment

1. Click the appointment block on the calendar. The popup card appears with appointment details.
2. Click Edit in the row of action links at the bottom of the card.
3. The same appointment form opens, pre-filled with all existing values. Change whatever needs updating (time, provider, category, reason, etc.).
4. Click Save.

The calendar updates immediately. Before confirming and checking the patient in, the appointment pop up will look like this:

Other actions from the appointment popup

After confirming and checking the patient in, the appointment pop up will have some more options unlocked:

When you click an appointment block, the popup card shows action links at the bottom. Beyond Edit, you can:

Rescheduling

To reschedule an appointment, edit it and change the Start date, Start time, End date, and End time fields. You can also change the provider or category if the patient is being moved to a different vet or room. Save, and the calendar reflects the new time immediately.

Cancelling an appointment

Open the appointment details (click the block, then click Appointment Details or Edit) and change the status to Cancelled. The time slot becomes available for other bookings. Cancelled appointments remain visible under the Cancelled Appointment filter tab on the calendar.

What to do if something goes wrong

Patient dropdown is empty after selecting a client: The selected client has no registered animals yet. Click the + button next to the Patient field to create one on the spot.

End time doesn’t auto-calculate: Make sure you’ve selected a Type first. The duration comes from the type’s configuration. If no type is selected, the end time won’t calculate automatically. You can always set it manually.

Client search returns no results: Try searching by phone number or email instead of name. Also check for typos. If the client truly isn’t in the system, use the + button to create them.

ATTENTION box covers part of the form: Click the X button on the alert box to dismiss it. The alert information remains on the client/patient record for future reference.

Appointment saved but doesn’t appear on the calendar: Check your current view. The appointment may be in a category that’s filtered out by the Categories dropdown. Reset to All Categories. Also confirm the date matches your current calendar date.

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