Go to website
Back
Articles on:
Diary & Scheduling
Manage your diary and schedule appointments with ease
How do I change my hours and view in the Diary?
A number of default settings have been put into place for your Diary view which determines the times you can see. To change these go to Settings -> My Settings. Diary Settings These are the settings that determine what you see in your Diary: Diary Increments: Determines how many slots you see in your Diary, so if you set it to '15 Minute' increments, each hour in the diary would be split into 4 slots Default Diary View: Your Default View of the Diary - can be either a Day View,
Very popular
Why can't I delete an appointment?
If you have raised an invoice for an appt and marked it as paid you will not be able to delete the appointment from the diary. We do this for your protection so that your diary matches the information on the associated invoice. If we didn't do this HMRC would likely to take a dim view of your record keeping. _Example: HMRC audit your invoices and do a simple x-check between the appointments listed on one of your invoice and your diary. A discrepancy between what's on the invoice and your diary
Very popular
How do I sync my diary with Google Calendar?
To set up a sync with Google Calendar: In WriteUpp, open the main menu and click on Integrations & Add Ons Click Configure under Outlook Calendar and then copy the calendar feed displayed
Very popular
How do I change the default duration of an appointment?
The default duration of appointments in WriteUpp are set to 30 minutes. You can change this by going to Settings -> Scheduling under the Appointment Types section. From here you can either Add a new appointment Type or select Edit next to an existing appointment to change the duration:
Very popular
Diary Explainer video
A great video showing you everything you need to know about your WriteUpp Diary:
Very popular
Numbering of appointments within a treatment episode
When clients are undergoing treatment, each appointment within an episode will be automatically numbered and a count displayed against the appointment. This is the "session number" and is designed to display how many appointments are booked in for a client within an episode. You'll see the session count displayed in three places within WriteUpp: The appointment modal when booking or viewing an appointment The Appointments tab of the client summary The appointment details page for eac
Very popular
How do I print a clinic list?
Go to the diary "List" View: Select CTRL/Command+P on your keyboard. Your print options will then appear:
Very popular
Guide To Booking An Appointment [Video]
Here's a video showing how to book an appointment:
Very popular
Setting up Calendar Integration for macOS / iOS
To to sync your WriteUpp Diary to iCal on macOS (iMac/MacBook etc): In WriteUpp, open the main menu and click on Integrations & Add Ons Click Configure under Outlook Calendar and then copy the calendar feed displayed
Very popular
How do I block out time in my diary?
Whilst you may work regular hours/days, occasionally you may wish to block out time for holidays, conferences, supervision etc. The best way to do this is as follows: Go to **Settings **-> Scheduling and go to the Appointment Types section Click Create New Appointment Type and create an appointment type called something like Unavailable with the following attributes:  - Use this field to specify the name of the partner Custom Fields - If you don't want to use NoK you could use a Custom Field to specify the name of the person's partner **Other
Few readers
All of my locations are the same colour in the diary, what do I do?
When you create a new location in WriteUpp, the timetable colour defaults to green: This results in all of your locations appearing in the diary in the same colour. The location key will show the same colour assigned to all your locations: To resolve this all you ne
Few readers
How do I view/book weekends in my diary?
To book weekends go to Settings -> My Settings then do the following: In the Diary Settings section check Show Saturday in Diary or Show Whole Weekend in Diary Then in Working Hours specify what your working hours are over the weekend:
Few readers
How do I navigate around the diary?
To navigate around the diary you can either: Scroll or swipe vertically in the diary area to navigate to earlier or later times Click on the forward or back controls to move by a day or week depending on your chosen diary view:  of the other clinicians/team members that will be involved in the appointment You can see it in action below:
Few readers
How do I book an Appointment when I'm in "List" view?
To book an appointment when you are in List view: Select Create at the top of the page: Select Appointment - Search next available appointment The **New Appointment **page will open:  or their WUID. To switch from PII to WUID, simply follow the steps below: Go to Settings and open the General section Under "What do you call your customers" you can specify from the drop down what is shown in the iCal feed by changing the "PII Setting". Select "WUID (
Few readers
How do I reschedule an appointment that has been invoiced and paid?
Sometimes you have to reschedule appointments that have been pre-invoiced and paid in advance. If you need to do this, you can either drag and drop the appointment in your diary to the new date and time, or manually change the date and start time within the appointment dialogue. Please bear in mind that by doing this, the appointment details on your diary/clinical records will not match those that appear on the invoice. Your diary and clinical records will reflect the new appointment date b
Few readers
What is the best way to manage Block Bookings?
Block Bookings are a difficult one for us at WriteUpp. There is no specific or "best way" to handle them but here is our advice on a way that we think could work for you. Say, for example, you have a patient that has pre-paid for a block of 5 sessions and would like to see you on a weekly basis. It's important that you can see how many of these appointments that the patient has attended, cancelled or has left to attend. To do this we would suggest the following: Create appointments called
Few readers
How do I edit an appointment status?
If you need to make any changes to an existing appointment status: Go to Settings -> Scheduling -> Appointment Statuses: Click on Edit next to the status you'd like to change: Make any changes you need to make and then click Save: , you can do one of the following steps: Manually alter the time/date of the appointment to appear in non-available time within the pop up appointment model Drag and drop the appointment into non-available time Extend the appointment into non-available time us
Few readers
How can I measure my DNA rates?
To reduce your DNA rates you need to measure them. This brief article explains what you need to do: Create a a new appointment status called something like "DNA" Record DNA's as and when they occur by setting the appt status to "DNA" instead of "complete" To see the data go to **Activity **under Business Views in the main menu Select the date range that you want to measure - I would suggest doing it monthly perhaps using a WriteUpp task to remind you Export the activ
Few readers
How do I change the colour of an appointment status?
Changing the colour of an appointment status couldn't be easier! Just go to Settings -> Scheduling and click on the Appointment Statuses tab: Find the appointment status you'd like to change and click on Edit, or create a new appointment status. You will then be taken to the screen below where you can change the attributes of the status, including the colour that you will
Few readers
How do I handle irregular breaks?
The breaks feature enables you to specify a standard break that occurs at the same time every day, for example lunch. If you take breaks at different times on different days you should: Create an appointment type called something like "Breaks", making sure to specify that it is a non-patient appointment type Insert these appointments at the times and on the days when you take breaks If your breaks are changeable during the week but the same each week you could set these breaks up a
Few readers
Will I be notified if an appointment has been booked into my diary?
You can choose to receive notifications relating to various events within WriteUpp, including the booking of appointments into your diary by either another member of your team or by a patient via online booking. These notifications will be visible within WriteUpp by clicking on your username, with unread notifications indicated by a red number count: To manage your notifications, c
Few readers
How do I remove SMS templates for appointment communications?
To remove an SMS template: Go to Settings -> Scheduling -> Appointment Communication Click on SMS Templates at the foot of the screen Click Manage Templates: Click the trash can icon alongside the template you'd like to delete:  you need to select the patient that it relates to. We use this model in our NHS systems and we feel it has equal applicability in private practice where its just as important to make sure that actions are recorded against the correct patient. To provide you with maximum flexibility you have the ability to switch your active patient
Few readers
Guide to Using "Next Available Appointment"
What is it? A quick way to find availability across multiple diaries in multiple locations Why use it? Save time when searching for appointments See availability quickly and easily across the entire team. See availability quickly and easily across all locations Set Up If you have a single-site practice the only thing you have to do is associate your clinicians with the treatment/appointment types that they offer. To do this go to Settings -> Scheduling, click Edit by th
Few readers
How do I change the colour of non-working hours?
To change the colour of non-working hours: Go to Settings -> My Settings Scroll to the Diary Settings section Click on the colour picker dropdown and choose a colour Click on Save You can see it in action below:
Few readers
What do the icons mean in the window that appears when I want to edit an appointment?
Few readers
How do I delete a communication trigger?
To remove a communication trigger: Open the main menu and go to Settings -> Scheduling -> Appointment Communication Click on the three dots at the end of the row containing the trigger you'd like to delete, and select Delete You'll see a red Trigger has been Deleted banner and it will no longer appear on the list
Few readers
How do I remove email templates for appointment communications?
To remove an email template: Go to Settings -> Scheduling -> Appointment Communication Click on Email Templates at the bottom of the screen Click the trash can icon alongside the template you'd like to delete The template will be deleted, you'll no longer see it on the list and it will no longer be available within the Message template dropdown when creating a communication trigger.
Few readers