Ruh Care's calendar system offers various ways to schedule client appointments. The platform is designed to simplify the booking process for both practitioners and clients. This article will guide you through both approaches to effectively manage your calendar.
Manually Add a New Client Appointment (One-time or Recurring)
From the calendar tab of your Ruh Care Provider Account, you'll see a blue button to "Add Appointment." You can also click anywhere on your calendar as well to schedule an appointment. Once you click on "Add Appointment" or if you click anywhere on your calendar, a menu will pop up, allowing you to select:
Client
Appointment Type
Contact Type
Location (if you have multiple office locations)
Date/Time
Input any notes for this session (not visible to clients)
Ruh Care's Calendar can also be used to:
Indicate a session to be used as a Zoom call
Set an appointment as repeating with options for daily, weekly, every four weeks, or monthly
Create a group appointment
Note: new clients will need to be added to Ruh Care first, for you to book an appointment for them.
Ways Clients Can Book an Appointment Online
There are several ways in which clients can self-book an appointment through Ruh Care. Let's walk through the two most common ways for clients to book:
1. Direct Booking Through Your Booking Page
Every Ruh therapist has a booking page, usually as:
A client is usually directed to your booking page once they've filled out the matching form.
Once on your booking page, they can:
Book an intro call if you choose to have an intro call with potential new clients
Directly book a session if you choose to not have a free intro call
Note: Clients can only book an appointment if you have set your availability.
2. Direct Booking Through the Platform
Once a client has booked their first session with you through your booking page, they receive a welcome email to our platform, and will then have the ability to book a session with you from the platform.
3. Direct Booking through Your Calendar URL Link
If you share your calendar booking link with a new client, they will be prompted to provide their contact information (First Name, Last Name, Email, Phone Number) which will automatically create a Ruh Care account for this client.
Your client will automatically receive a welcome email.
Existing clients will not be prompted to put in this information, instead, they will be prompted to log in to their Ruh Care account, preventing duplicate accounts from being created.
Share Your Calendar Link
Ruh Care allows you to easily copy a URL link for your calendar, which you can then share with clients. As a scheduling tool, this link will then display all of your current appointment types (including ones you disabled this setting for) and will allow clients to select their appointment type, find a date/time, and provide their contact details.
To obtain your calendar URL link:
Navigate to the "Calendar" tab in your Ruh Care menu
Below the left-hand calendar, you'll see a URL link
Click "Copy" and then paste your link where you desire
Edit a Scheduled Appointment
To make changes to an appointment that is already scheduled:
Navigate to your Calendar
Click the appointment you'd like to edit
A side panel will appear, click the "Pencil Icon" on the top right.
Make changes to your appointment and click "Save"
Set an Appointment to Recur
Click on the blue button to "Add Appointment." You can also click anywhere on your calendar as well to schedule an appointment.
In the appointment details, check the box "Repeating Appointment"
Repeat Interval:
Repeat Times:
Choose the number of times you'd like this appointment to recur
Note: Repeating appointments will only create the first appointment immediately, and it will take a few minutes for all following repeating appointments to populate. Then, refresh the page to see all appointments.
Delete a Recurring Appointment
A recurring appointment can be deleted by opening the session details for the appointment within the Calendar.
A side panel will appear > click the trash icon. You'll have a chance to confirm before the session is deleted.
A modal will appear asking you to confirm if you'd like to delete the one instance of the appointment of all future recurring sessions.
If you delete the single sessions session, it will be removed from your calendar, and removed from the client's calendar, and the client will be notified. If you don't want the session to be removed from your calendar, set the Session Status as "Cancelled."
Quick Tips
We encourage therapists to book the next appointment at the end of their session with the client to avoid frequent rescheduling.
Upon booking an intro call, clients automatically receive the billing info form. They must complete this form, along with other required forms, before booking their next appointment.