Scheduling & appointments

What you will find in scheduling & appointments

How Amy books, reschedules, and confirms appointments 24/7, and how to set the rules she follows.

There are 7 guides in this topic, and together they take about 22 minutes to read. Each one is written for the person at the front desk rather than for an administrator, so it says what to click and what to expect rather than describing the feature in the abstract.

How Amy books an appointment

Amy books the appointment into your Valian schedule during the call or text. She matches the reason for the visit to the right appointment type, finds a genuinely open slot with the right provider, and confirms it in seconds. (4 minute read, beginner)

How reminders and confirmations work

Amy sends a confirmation the moment an appointment is booked, then reminders in the days before the visit, and when a patient replies to confirm, move, or cancel, she handles it and keeps your schedule up to date. (3 minute read, beginner)

Rescheduling and cancellations

Amy moves and cancels appointments by phone or text, 24/7. She finds a new time, updates your Valian schedule, frees the old slot, and offers it to your waitlist, with a built-in safety net so nothing is cancelled by mistake. (3 minute read, beginner)

Appointment types and durations

Your service menu is Amy's booking menu. Set each visit type, how long it takes, and which providers can do it, and Amy books the right length with the right provider every time. (3 minute read, intermediate)

Provider hours and blackout dates

Tell Amy when each provider works and when the office is closed, and she only ever offers times that are truly available: no bookings on a day off, a holiday, or outside a provider's hours. (3 minute read, intermediate)

Block times so Amy never books them

Lunch, huddles, admin blocks, a provider stepping out. Here's how to hold time so Amy treats it as unavailable and keeps those slots off the booking menu. (3 minute read, intermediate)

Waitlist and fill a gap

When a cancellation opens a slot, Amy offers it to waitlisted patients by text and books the first to say yes, turning last-minute holes in your day into filled chairs, automatically. (3 minute read, beginner)