Appointments in Client Records

Jennifer Eggerton

Jul 27, 2026

1149

Purpose	Track and schedule client appointments, including date/time, purpose, subservice, status, provider, and comments.
Who should do this	CAREWare administrators configuring Scheduler and provider staff scheduling client appointments.
Use this guide when you need to	Configure Scheduler, add employees and appointment limits, or schedule an appointment in a client record.
Main warning	Appointments cannot be added to client records until Scheduler setup is complete and eligible employees are active.

Quick paths Main Menu > Appointments > Scheduler Setup | Client record > Appointments > Add

Before you begin

• Confirm that you have permission to configure Scheduler or schedule appointments.

• Gather the employee details and appointment-limit rules needed by your organization.

• Remember that an employee record does not create a CAREWare user account.

Configure Scheduler

Step 1. Click Appointments from the Main Menu on the left.

Step 2. Click Scheduler Setup.

Step 3. Click Scheduler Setup.

Step 4. Click Edit.

Step 5. Set the default days between appointments, grace period, and time format. Click Save.

Step 6. Click Back.

Step 7. Click Employee Setup. Employees may or may not be CAREWare users.

Step 8. Click Add.

Employee Setup buttons

Item	What it does
View	View details of the employee record.
Add	Add a new employee record.
Edit	Edit an existing employee record.
Delete	Delete an existing employee record.
Back	Return to the Scheduler Setup menu.
Print or Export	Print or export a list of employee records.
Column Visibility	Select the columns to hide or show in the employee list.

Step 9. Complete first name, last name, email (optional), CAREWare user name (optional), phone 1, and phone 2. Adding an employee does not add a CAREWare user account.

Step 10. Check Active. Check Can Schedule if the employee can schedule appointments for other staff. Check Can Be Sent To if appointments can be scheduled for the employee.

Step 11. Click Save.

Step 12. Click Back.

Step 13. Click Appointment Limits.

Step 14. Click Add.

Appointment Limits buttons

Item	What it does
View	View an appointment restriction.
Add	Add an appointment restriction.
Edit	Edit an existing appointment restriction.
Delete	Delete an existing appointment restriction.
Default Settings	Set default restriction limits and messages.
Back	Return to the Scheduler Setup menu.
Print or Export	Print or export the appointment restrictions list.
Column Visibility	Select the columns to hide or show in the restrictions list.

Step 15. Complete the date, daily limit, and prevent rule (Show Warning or Prevent Data Entry).

Step 16. Click Add.

Schedule an appointment in a client record

Step 1. Click Appointments from the left-hand menu.

Step 2. Click Add.

Step 3. Select the date from the calendar. Use the sliders to select the appointment time.

Step 5. Select the subservice from the dropdown list.

Step 6. Select the employee scheduling the appointment from the dropdown list.

Step 7. Enter appointment details in the Comments box.

Step 8. Select the employee with whom the appointment is being scheduled.

Step 9. Click Save.

How to confirm it worked

The appointment appears in the client’s Appointments list.
The scheduled date, time, subservice, employees, and comments match the information entered.
Staff with access can view or print the appointment information.

Troubleshooting and common questions

Why can’t I add an appointment?

Confirm that Scheduler is configured and that the required employee records are active.

Why is an employee unavailable in a dropdown?

In Employee Setup, confirm that the employee is Active and has the appropriate Can Schedule or Can Be Sent To option selected.

Why is the appointment blocked or showing a warning?

Review Appointment Limits for the selected date. The configured prevent rule may warn the user or prevent data entry.

Related References

Document	Use it for
Employee Setup	Set up employees for appointment scheduling and other features.

Tags

Attachments