Calendar

The Calendar is where your clinic manages appointments and sees what's happening across the day.

Every appointment booked through smollOS appears on the calendar, giving your team a clear view of the clinic's schedule.

Appointments are colour-coded based on the assigned staff member, making it easy to see who is handling each appointment at a glance.

Your day at a glance

At the top of the calendar, you'll see the appointments scheduled for the selected day.

Each appointment shows the essential information your team needs, including:

• Pet name

• Pet parent

• Assigned staff member

• Appointment time

• Appointment type

• Appointment status

From the appointment, the clinic team can also take actions such as:

• Reschedule

• Cancel

• Mark as No-show

• Convert the appointment to a Case

Appointment → Case

One of the most important concepts in smollOS is the difference between an appointment and a case.

An appointment is simply a scheduled time.

It tells the clinic:

Who is coming, when they're coming, and what they're coming in for.

It does not yet represent the clinical work being performed.

Once the pet arrives at the clinic, the front desk or veterinary team can select To Case and admit the appointment.

The appointment then becomes a case that the clinic can actively work on.

Why this matters

Once an appointment becomes a case, the clinic can start working with the information around the visit.

This is where the team can begin adding things such as:

• Clinical information

• Visit updates

• Treatments

• Charges

• Costs

• Other information related to the visit

Think of it simply:

Appointment = scheduled visit
Case = active visit

The conversion from appointment to case is done manually by the clinic when the pet arrives and the visit begins.

Appointment status

Not every appointment will turn into a case.

Your team can manually update an appointment when circumstances change.

Cancelled

Use Cancelled when the appointment has been cancelled before the visit takes place.

No-show

Use No-show when the pet parent does not arrive for the scheduled appointment.

These statuses help keep your calendar accurate and give your team a clear history of what happened with each scheduled visit.

Creating a new appointment

You can create an appointment directly from the Calendar using New Appointment.

This is useful when your team is booking someone manually — for example, when a pet parent calls the clinic or walks in and needs an appointment.

Select New Appointment to open the appointment form.

1. Find the patient

Start by searching for the pet.

If the patient is already registered with the clinic, select them from the search results.

If the patient doesn't exist yet, you can create a new patient directly from the appointment flow.

This means your team doesn't need to leave the Calendar and create the patient somewhere else first.

2. Select the veterinarian

Choose the veterinarian or staff member who will handle the appointment.

The appointment will then appear on the calendar using that staff member's colour.

3. Choose the date and time

Select when the appointment will take place.

The duration can also be set so the calendar accurately reflects the time required for the visit.

4. Choose the appointment type

Select what the appointment is for.

Depending on your clinic's setup, this could include:

• Vaccination

• Surgery

• Dental

• Emergency

• Follow-up

• Orthopedic consultation

• General consultation

• Other clinic services

The available appointment types can be configured for your clinic.

5. Choose the location

Select where the appointment will take place.

For now, the available options include:

In clinic
The pet will visit the clinic.

At home
The veterinary team will provide the visit at the pet's location.

6. Add notes

Add any relevant information your team should know before the appointment.

Keep these notes brief and useful — for example, the reason for the visit or anything the pet parent mentioned while booking.

7. Create the appointment

Once the information is complete, select Create Appointment.

The appointment will appear on the calendar and become part of the clinic's schedule.

That's it.

The appointment is now ready for the day of the visit.

When the pet arrives, the clinic can select To Case and begin working on the visit.

The simple workflow

The Calendar follows a straightforward flow:

Book → Schedule → Arrive → To Case → Work the Case

The Calendar manages when the visit happens.

The Case manages what happens during the visit.