Calendar Overview
The Praxi calendar is your central hub for managing appointments, tracking client sessions, and planning your week.
Calendar Views
Switch between four views using the view switcher in the toolbar, or with keyboard shortcuts.
Day View
Shows a single day with hourly time slots:
- See all appointments for the day
- View appointment details at a glance
- Quickly spot gaps in your schedule
- Colour-coded by service type
Week View
The default view showing 7 days:
- Overview of your entire week
- Compare availability across days
- Drag appointments to reschedule
- Great for weekly planning
Month View
High-level view of the whole month:
- See busy vs. free days
- Plan holidays and leave
- Identify scheduling patterns
- Click any day to zoom in
Agenda View
A scrollable list of upcoming appointments:
- Linear, chronological layout
- Easy to scan for today and beyond
- Shows full appointment details
- Ideal for reviewing your schedule at a glance
Calendar Elements
Appointment Cards
Appointment cards use a compact, icon-driven design that adapts to the available space. Cards automatically adjust their density based on appointment duration:
- Status dot -- Clickable status indicator (click to change status directly)
- Client name -- Truncated to fit; hover for full details
- Time -- Compact format without AM/PM (e.g., "9:30")
- Service type -- Shown on the second row for standard-density cards
- Location icon -- A map pin, video, phone, or home icon matching the appointment's location type
- Note/billing indicators -- Small dots showing note and billing status
- Practitioner colour strip -- Coloured bar at the top in multi-practitioner views
Hover over any appointment card to see a tooltip with full details including duration, practitioner, location, status, billing, and notes.
Time Slots
- Available - Light background, can be booked
- Busy - Contains appointment
- Blocked - Marked unavailable
- Outside hours - Grey, outside your working hours
Column Grouping (Entity Modes)
The calendar supports three column-grouping modes, selectable from the toolbar:
| Mode | What each column represents |
|---|---|
| Practitioner | One column per practitioner (default) |
| Location | Columns grouped by location with room sub-columns |
| Room | One column per room across all locations |
Entity modes are available in day and week views when your practice has multiple practitioners or locations.
Practitioners (Multi-practitioner view)
If you have permission, you can view multiple practitioners:
- Toggle practitioners on/off
- Each practitioner has a colour
- Side-by-side comparison
- Useful for scheduling rooms
Accessing the Calendar
The Calendar is in the Essentials section of the sidebar. Select Calendar to open it.
Quick Navigation
| Shortcut | Action |
|---|---|
| T | Jump to today |
| D | Day view |
| W | Week view |
| M | Month view |
| L | Agenda/list view |
| Cmd/Ctrl + ← / → | Previous/next period |
| Cmd/Ctrl + N | New appointment |
| P | Toggle privacy mode |
| ? | Show all shortcuts |
Filters
Filter your calendar view by:
- Type - Show only initial assessments, follow-ups, group sessions, etc.
- Location - Filter by room or telehealth
- Status - Show confirmed only, exclude cancelled
- Practitioner - Select specific team members
Location Types
Appointments can be set to one of six location types. The calendar displays an icon for each:
| Type | Icon | Description |
|---|---|---|
| In-Person | Map pin | Standard face-to-face session |
| Telehealth | Video | Video session (Jitsi, Zoom, or Coviu) |
| Phone | Phone | Phone consultation |
| Home Visit | Home | At the client's home |
| Client's Home | Home | Session at the client's premises |
| Agreed Location | Map pin | A location agreed with the client |
Telehealth appointments include a one-click join button for both practitioners and clients.
Working Hours
Your calendar respects your working hours:
- Non-working hours appear greyed out
- Appointments can't be booked outside your hours (by default)
- Admins can override for urgent bookings
Set your working hours in Settings → Practitioner Availability.
Mobile Access
The calendar adapts for mobile devices:
- Day view is the default on mobile
- Swipe left/right to change days
- Tap appointments to view details
- Use the + button for quick bookings
Colour Coding
Choose what determines the colour of each appointment card. Go to Settings > Calendar Preferences (or use the toolbar dropdown) and select one of:
| Mode | Colours based on |
|---|---|
| Status | Appointment status (scheduled, arrived, etc.) |
| Practitioner | The assigned practitioner |
| Type | Appointment / service type |
| Location type | In person, telehealth, phone, etc. |
| Label | Custom appointment labels |
Calendar Preferences
Calendar preferences are stored on the server so they sync across all your devices. You can configure:
- Default view -- Day, week, or month
- Show weekends -- Show or hide Saturday and Sunday
- Slot duration -- 15, 30, or 60 minute grid increments
- Colour coding -- See above
- Working hours -- Start and end times displayed on the calendar
- Buffer time -- Automatic gap before and/or after appointments (0, 5, 10, 15, or 30 minutes)
- Timezone -- Your Australian timezone
- Time block size -- Small, medium, or large appointment card density
- Minute increments -- 5, 10, 15, or 30 minute snap intervals
- Show client balance -- Display outstanding balance on appointment cards
- Confirm appointment moves -- Prompt before drag-and-drop rescheduling
- Show waitlist on cancel -- Prompt to check waitlist when cancelling
- First day of week -- Start the week on any day (0 = Sunday through 6 = Saturday)
To reset all preferences to defaults, click Reset to Defaults in the preferences panel.
Calendar Export
Export your appointments as CSV or ICS (iCalendar) files:
- Open the calendar toolbar
- Click Export
- Choose a date range
- Optionally filter by practitioner
- Select CSV or ICS format
- Click Download
CSV exports are useful for reporting and include columns for date, start time, end time, client, practitioner, type, status, location, notes, and cancellation reason. ICS files can be imported into Google Calendar, Outlook, or Apple Calendar.
Calendar Sync (iCal Feed)
Subscribe to your Praxi calendar in Google Calendar, Apple Calendar, or Outlook so your appointments appear alongside personal events.
- Go to Settings > Calendar Sync
- Click Generate Feed URL
- Copy the URL and add it as a calendar subscription in your external calendar app
- Choose a privacy level:
- Busy only (default) -- External calendar shows "busy" blocks with no client details
- Anonymous -- Shows appointment type and time, but no client names
- Full -- Shows client names and appointment details (requires explicit consent)
The feed URL contains a secret token for authentication -- no login is required by your calendar app. If the URL is ever compromised, click Regenerate Token to invalidate the old URL and generate a new one.
You can also disable and re-enable calendar sync at any time without losing your configuration.
Real-Time Updates
The calendar updates in real time via WebSocket. When another team member creates, reschedules, or cancels an appointment, you see the change immediately without refreshing. This is especially useful for multi-practitioner practices.
Today's Schedule
The Today view provides a quick summary of the current day's appointments. Access it via the calendar toolbar or from the dashboard. It shows:
- All appointments for the day with status, client, and type
- A summary with total appointments, completed, upcoming, and total duration
- Appointments for a specific practitioner (managers can view any practitioner)
Availability Layers
The calendar can overlay additional layers on top of appointments:
- Practitioner availability -- Shows bookable slots and blocked time from each practitioner's schedule
- Waitlist markers -- Highlights dates where waitlisted clients are available
- Break policies -- Displays scheduled breaks between sessions
Toggle layers from the calendar toolbar to see availability at a glance.
Tips
- Set your working hours first to avoid off-hours bookings
- Use keyboard shortcuts for faster navigation
- Try drag-and-drop for quick rescheduling
- Colour-code services to visualise your day at a glance
- Block personal time to protect breaks and admin time
- Subscribe your external calendar to keep Praxi appointments visible everywhere