The questions people ask most about Agenda, with a short answer and the link to the full guide. Agenda’s screens are in Spanish, so the labels are in Spanish with their meaning in brackets. If your question isn’t here, use the search at the top or see Common problems.
Appointments
How do I book an appointment?
In the menu, Agendar (book): pick the service and the slot, type the patient’s document and click Confirmar cita (confirm appointment). You can also click a free space on the agenda. Guide: Book an appointment.
How do I book at a time that’s already full?
With an overbooking: on the agenda, click that time in the professional’s column and, below the times, Agregar sobrecupo (add overbooking). Guide: Add an overbooking.
How do I move an appointment to another day?
Appointments aren’t dragged: open the appointment and click Reprogramar (reschedule). To move several at once, use Reprogramar in the agenda’s toolbar. Guide: Reschedule an appointment.
A professional isn’t coming in: what do I do with their appointments?
Someone with Administración records the absence in their Horario (hours). Below it, Citas durante la ausencia (appointments during the absence) appears, with the list of patients to call, Reprogramar on each appointment and Cancelar todas (cancel all). Guide: Record a vacation or an absence.
How do I cancel an appointment?
Open the appointment, click ⋯ and choose Cancelar cita (cancel appointment), with its reason. The time becomes free. Guide: Cancel an appointment.
How do I record that the patient arrived, was seen or didn’t come?
Open the appointment: the button at the bottom is its next step (Confirmar, Registrar llegada or Marcar atendida: confirm, check in, mark as seen). Marcar no asistió (mark as no-show) is under ⋯. Guide: Confirm, check in and mark as seen.
How do I confirm tomorrow’s appointments?
When tomorrow has unconfirmed appointments, Confirmar mañana (confirm tomorrow) appears above the agenda. Guide: Confirm tomorrow’s appointments.
Why are there no slots?
Agenda explains it below No hay cupos hasta el… (no slots until…): the agenda has no hours, has an absence, or the service has a closure. Try another professional or put the patient on the waiting list. Guide: No slots.
How do I block a time, like a meeting or lunch?
On the agenda, click the free space where it starts and, in Agendar una cita, choose Bloquear este horario en vez de agendar (block this time instead of booking). Guide: Block time.
Patients
How do I find a patient?
Press Ctrl+K (⌘K on a Mac) from any page and type their name, document or phone. Guide: Find or register a patient.
How do I correct a patient’s phone or insurer?
In their record, Datos (details) tab, Editar (edit). Appointments already booked keep the details they were booked with. Guide: Update a patient’s record.
How do I remind them of their appointment on WhatsApp?
Open the appointment and click Recordar por WhatsApp (remind on WhatsApp), or Copiar recordatorio (copy reminder) to paste it anywhere. Guide: Remind the patient yourself.
The patient didn’t get the reminder: why?
Open the appointment and look at Avisos y recordatorios (notices and reminders): each notice shows its status. Check that it has the phone with its country code and the email. Guide: Notices to the patient.
How do I download a patient’s history?
In their record, ⋯ › Exportar historia (FHIR) (export history). Guide: Download the patient’s history.
There’s a duplicate patient: do I delete it?
Patients aren’t deleted: archive the duplicate record with ⋯ › Archivar paciente (archive patient). Its appointments, notes and files are kept. Guide: Update a patient’s record.
Settings
How do I add a professional, a room or a piece of equipment?
In Personas y salas (people and rooms), Nuevo (new). Then give it hours and services. Guide: Add professionals, rooms and equipment.
How do I change a professional’s hours?
On their agenda, Horario (hours). For a day that’s different, a special day; for a vacation, an absence. Guide: Set up hours, special days and absences.
How do I create a service or change how long it lasts?
In Configuración › Servicios (settings › services). Guide: Create and set up services.
How do I change a service’s color on the agenda?
In the service, Configuración › Datos del servicio › Color en la agenda (color on the agenda). Guide: Change a service’s color or icon.
How do I delete an agenda or a service?
With Eliminar agenda… or Eliminar servicio… in its ⋯ menu, deciding what happens to its appointments. If it only needs to stop being offered for a while, archive the agenda or deactivate the service. Guides: Delete an agenda and Delete a service.
How do I change what patients get by email or WhatsApp?
In Configuración › Mensajes y recordatorios (messages and reminders). Guide: Set up messages and reminders.
How do I invite someone or change their role?
In Configuración › Equipo y permisos (team and permissions). Guide: Who can do what.
Before you change the settings
Deleting to start from scratch
Deleting an agenda or a service to create it again: you have to decide what happens to every appointment, and the reports split in two.
Edit, archive or deactivate
Fix the profile or the hours. If it stops providing care, archive the agenda or deactivate the service: everything is kept and can be reactivated.
Removing weekly hours for one week
Deleting the time bands of the week the professional isn’t coming: the appointments already booked in those hours stay there and don’t show up in any list to notify the patients.
Record an absence
The absence closes those days and lists the Citas durante la ausencia (appointments during the absence) to call, reschedule or cancel.
If none of this answers your question
See Common problems or write to the Arbol team (see Get help).