Appointment Sessions allow you to put a visual reminder on your calendar, to show when certain appointment times are set aside for specific reasons.

These could include times of the day set aside for Pain Clinics or Emergency slots, or certain times of the day you like to reserve for continuing treatments, or elderly or vulnerable patients.

Appointment Sessions are purely for your visual reference and mark the area of the calendar selected with either a border or a shaded background area:

Session using a Border:

Session using a Background:

Hovering the mouse pointer over the info icon in the top right corner of the session will show you a description of the session.

Sessions using a Background and a Border:

How to set up a Session

You need Level 4 (Administrator) permissions to set up Appointment Sessions.

  • Go to Settings > Diary > Session Appointments

  • Expand the Sessions option and you can add, edit or remove your Sessions in here.

  • New Session allows you to create one.

These are the options you have:

Title: This tells you what the session is for and displays at the top of the border. It is useful to let everyone know what the session is reserved for. Use

Colour: This will dictate the colour of the border or the background shading of the session. Remember to click OK in the colour palette when you have chosen your special colour.

Start and Finish Times: The section of the calendar that is to be highlighted.

Practitioners or Rooms: Tick which practitioner's books you want to show the sessions in. They can be applied to Practitioners or Rooms, and can be applied to more than one of each type.

Start and End Dates: State when you want to start showing these sessions and when they should end.

Occurs every: You may have picked Tuesdays and Thursdays for example. This is where you state if you want the sessions to show every Tuesday and Thursday, every other week, every month, etc.

Display in Calendar as: Background, Border or Both. You can see above how each of these look - choose which you prefer.

SAVE: When you are happy with your settings, click Save. You will then start to build up a list of the Sessions in your system. You can copy, edit and delete them using the options next to each Session in the list.


They are also a good way of showing which practitioner is working in a particular surgery if you use the rooms view in the calendar. We have a web page to help you with Rooms in the Calendar.

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