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Diary & Scheduling
Manage your diary and schedule appointments with ease
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 -> Calendar Integrations -> Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URL
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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: : In WriteUpp, open the main menu and click on Integrations & Add Ons - > Calendar Integrations - > Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URL
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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
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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 -> Calendar Integrations -> Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URL
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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: , you'll also need to set working hours for both days. In **Working H
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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.
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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 keyboard
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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-pat
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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 ad
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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.
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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 **Other
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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 usi
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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 -
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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 us
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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 appointment
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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 to
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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
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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:
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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 boo
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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
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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 5
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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
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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
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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 select
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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
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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
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How do I switch off Pll in the calendar feed?
If you'd like to integrate your WriteUpp calendar with an external calendar like iCal or Google Calendar, you have the option of having either your 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 tab 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
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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:  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
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