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• 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 diaryVery 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 displayedVery 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 eacVery 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 displayedVery 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: ![](https://storage.crisp.chat/users/helpdesk/website/5a244d8fb0d83400/a19ff666-2326-4d4b-Popular

• How do I see more information about an appointment without having to open it?

  To see more information about an appointment like start and end times, just hover your mouse pointer over the appointment in the diary. You will see a grey box appear that lists further details: As you can see it details both the start and end time of the appointment, the type of appointment and where the appointment is due to take place. All without having to open the appointmentPopular

• How do I add an Appointment Type?

  Appointment types are used when booking appointments into your diary. You can set up as many appointment types as you need, all with different default durations and associated costs, to help manage your bookings. To add an Appointment Type: Go to Settings -> Scheduling -> Appointment Types and click on Create New Appointment Type Complete the fields displayed: You'll need to enter: A name, for example Initial Appointment A type, either a Patient Appointment (i.e. ConsSome readers

• Guide to Locations

  For those users that have practices in multiple locations, you can manage these in WriteUpp for you, your colleagues and your clients to book Appointments in the right place. Setting up Locations To set up Locations: Go to Settings and select the "Organisation" tab. In the "Your Organisation" section, you should see a tickbox entitled "Enable Multiple Locations", which should be unticked. Tick it and you will see a section called "Locations" appear below.  One will already bSome readers

• Why should I create patient-related appointments?

  In WriteUpp you can create two types of appointment - Patient and Non Patient related appointments.  A patient related appointment, for example, would be a consultation whereas a non-patient appointment would be something like a meeting, a holiday or something that is totally unrelated to a client. For any appointments where you are seeing a patient you should ONLY use a patient related appointment.Some readers

• How do I see a colleagues diary alongside my own?

  To view your colleagues' diary alongside your own, go to the left of your screen and hover over the arrows highlighted below: The below panel will appear:   Just check the colleagues whose diaries you wish to see alongside your own. You only need to do this once.  In day view your Multi resource diary will look like this: ![](https://storage.crisp.chat/users/helpdesk/website/3bSome readers

• How do I add an Appointment Status?

  To add a new Appointment Status: Go to Settings -> Scheduling and click on the Appointment Statuses tab: Click the Create New Appointment Status button: Give the Appointment Status a name Select a colour from the drop dowSome readers

• How to I sync my WriteUpp calendar to Outlook via my web browser?

  In WriteUpp, open the main menu and click on Integrations & Add Ons Click Configure under Outlook Calendar and then copy the calendar feed displayed 3Few readers

• Adding 'buffer time' between appointments

  If you need admin, setup or cleaning time between patients, you can ask WriteUpp to include a "buffer time" in your appointments when they are booked. This is non-chargeable time outside of the time you spend with a patient, but will be included within the length of the appointment as it is booked into your diary, to ensure gaps are left. It is an entirely optional setting, if you would prefer that gaps between patients are more visible within your diary, you can use a non-patient appointmFew readers

• How do you book a recurring Appointment?

  To book a recurring Appointment: Go to the Diary by clicking on the Diary icon: Toggle to the day you want the appointments to start from by using the forward and backward buttons and the mini-calendar  Click on the space in the Diary where you want the appointment to appear and the appointment dialog will pop up: ![](https://storage.crisp.chat/usersFew readers

• How do I set up the diary in x minute slots?

  The number of slots that you see in the diary are purely visual. You can change them by going to Settings -> My Settings and changing the Diary Increments setting, shown below: However, this will have no bearing on the way your diary works or operates from a scheduling or online booking perspective. You determine the duration of your appointments when you set them up in Settings -Few readers

• How do I activate privacy mode in the diary?

  To activate privacy mode within the diary you need to toggle the switch in the top left-hand corner of the page from Name to Privacy: Once this has been switched all the names in your diary will disappear and be replaced by their WUID: To switch back to names, simplFew readers

• How do I book into non working hours?

  If you have a clinician that is willing to do some extra clinics on a temporary basis it probably doesn't make sense to change their working hours. However, you can still book in appointments manually, as below: In the diary below you can see that working hours run until 17.00. The greyed out time after 17.00 is ordinarily non working hours: To booFew readers

• How do I see more information in the Diary?

  If the appearance of your diary seems squashed, i.e you can't see patient names or free slots as clearly as want, you are able to adjust the 'Diary Increments' to determine how your diary looks. Go to: Settings->My Settings and then scroll to Diary Settings Select the 'Diary Increments" option highlighted above. This will give you the option to display 5Few readers

• What are trigger events?

  There are certain events in WriteUpp which can automatically generate a communication to a patient. These are: Booking - Single - sends an immediate confirmation of an appointment Booking - Recurring - sends an immediate confirmation of a recurring appointment [General Change](/en/article/how-do-i-let-my-patFew readers

• How do I change the colour associated with a Location?

  If you work from multiple locations, each location can be associated with a colour. This colour appears in the diary as a shaded area when you have timetabled that you are working in a specific location, as below: If you want to change the default colour associated with a timetabled locatiFew readers

• How do I book multiple appointments into my diary at the same time?

  WriteUpp doesn't explicitly support group bookings where you can add clients/patients to a specific appointment, however you can book multiple clients into a single slot in your diary. The following article explains how: Book client #1 into the diary as you normally would do. The appointment will appear in the diary like this: To book in another appointment alongsideFew readers

• How do I print my "List" of appointments for a specific day?

  If you wish to print the list of appointments you have on a specific day: Go to "list" view in you diary: Select the desired day by navigating through the calendar or by choosing a date from the mini cal -> How do I navigate around the diary? Hold down CTRL/COMMAND+P on your keyboardFew readers

• How do I work with couples in WriteUpp?

  There are a number of features in WriteUpp that help when you are working with couples. Identifying the Couple You have a number of ways to indicate that an individual is part of a couple: Tags - Use a tag like "Couple" to indicate that the client is part of a couple Next of Kin (NoK) - 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 **OtherFew 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 neFew 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: ![](https://storage.crisp.chat/users/helpdesk/website/76a6c624ac6c6800/4b64b18e-c5e9-4bc9-892e-53fe54_vyqbxjFew readers

• Can I colour code appointments by type?

  Unfortunately not. We use colour coding in the diary to signify the status of the appointment status, such as: Booked Complete DNA - Did Not Attend Cancelled InvoicedFew readers

• I only work specific days, how do I reflect that in the diary?

  To remove a day from your "Working Hours" go to Settings - My Settings and deselect the day by unchecking the checkbox beside the day: This approach works if you work specific days on a regular basis. If you want to block availability on an adFew readers

• How do I schedule rooms?

  At present the WriteUpp diary is clinician-centric so its not 100% straightforward to set up a diary for rooms, however there is a partial workaround which involves setting up the rooms as users, as below: Invite a new user but instead of specifying a clinician's name enter the name of the room, see below: For the email address we tend to recommend usiFew readers

• How do I create a multi-resource appointment?

  To create a multi-resource appointment just follow these steps: Click in the diary on the time/date when you want to book the appointment When the appointment window appears click on the "with" dropdown and select the name(s) 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:  ![](https://storage.crisp.chat/users/helpdeskFew readers

• Can I book appointments for other users?

  You can book appointments for all users who are registered on your instance of WriteUpp. To do this, when you are in the Diary, select the name of the user from the panel in the left.  You will then be able to see their diary and book appointments in using the normal process: You can see other users diaries in both day and weeFew readers

• How do I jump back to previous months or years in the diary?

  To view your diary a month or year ago follow the instructions below:  Click on the date at the top centre of the diary page When the calendar appears click on the current year or month Select the year or month you'd like to go to via the drop down menuFew readers

• Can I sync from my calendar back to WriteUpp?

  Unfortunately not. The sync that we provide is a 1-way feed. Changes made in WriteUpp are passed to iCal/Google Calendar but you can't change/create in iCal/Google Calendar and push appointments back into WriteUpp. The reason for this is that our calendar supports extra information relating to the appt such as Type & Status that can't be specified in the other calendars, such as iCal or Google Calendar.Few readers

• How do I book an appointment in the past?

  To book an appointment that has already taken place, simply follow the steps below: Open the Diary in WriteUpp Click on the date range at the top of page Select the date that the appointment took place on the drop down calendar: Click on the time slot that the appointment took place and book the appointment as you would normally You might also want toFew readers

• How do I switch off Pll in the calendar feed?

  If you'd like to integrate your WriteUpp calendar with either your iCal or Google Calendar, you have the option of having either your patient/client's full name displayed (PII - Patient Identifiable Information) 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 bFew 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 calledFew 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: ![](htFew readers

• Can I book an appointment in non-available time?

  In the diary, you can only directly book into slots within your working hours, as defined in Settings -> My Settings. If you want an appointment to appear in non-available time however (i.e. over a break or non-working hours), 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 usFew 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 activFew 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 willFew 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 aFew 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, cFew 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: ![](https://storage.Few readers

• How do I set my diary to a default view?

  In the diary you have 3 views; Day, Week or List view. Depending on one which one you prefer or use the most you can set this view as your default. To do this: Go to Settings -> My Settings Scroll to Diary Settings Select one of the three views from the drop-down menu: Select Save Depending on the view that you selectFew readers

• How do you book an Appointment?

  To book an Appointment: Go to the Diary by clicking on the Diary icon: Toggle to the day you want by using the forward and backward buttons and the mini-calendar Click on the space in the Diary where you want the appointment to appear and the appointment dialogue box will appear: ![](https://storage.crisp.chat/users/helpdesk/website/64c08cd39c4f6c00/cd723e91-cca4-4efb-bdbc-925b96_19na6pFew readers

• Can I change the start of the working week in the diary?

  Yes, you can.  By going to Settings -> My Settings, you can specify what day of the week your diary starts on under Diary Settings:Few readers

• How do I create a non-chargable appointment?

  There may be an instance in which you wish to book an appointment for a patient but you do not want them to be charged/invoiced for seeing you. To do this you just need to create an appointment type with a £0.00 charge associated.    To do this: Go to **Settings **-> Scheduling and stay on the Appointment Types tab  Click on Create New Appointment Type When entering the details of the appointment type, add the Cost as £0.00: ![](https://storage.crisp.chat/users/helFew readers

• Why do I need to select a patient each time I book an appointment?

  In WriteUpp we use an "Active Patient" model. What we mean by this is that before you do anything in the system (book an appt, write a note, conduct an assessment) 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 patientFew 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 thFew 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 listFew 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