How do I create a new appointment in Prospyr?
This article walks front-desk staff, office managers, and providers through booking a new appointment from the Schedule, including multi-service and multi-provider bookings and what happens when a deposit or no-show fee is enabled.
Who this article is for
This article is for anyone who books appointments — front-desk staff, office managers, and providers.
Note: You'll need the Schedule Appointment permission set to Allowed on your user role in order to book new appointments. If you don't see the option to create an appointment, ask your Prospyr admin to check your permissions.
Step 1: Go to the Schedule
Click Schedule in the left-hand navigation.
Step 2: Start a new appointment
There are two ways to open the booking panel, and both lead to the same place.
Option A: Click "New event"
Click New event at the top right of the schedule.
The booking panel opens on the left, ready for you to fill in from scratch.
Option B: Click directly on the schedule
Double-click the time slot where you want the appointment to start.
The booking panel opens with the date and time already filled in based on where you clicked.
Step 3: Fill in the appointment details
Work down the booking panel in order:
Patient — Search for an existing patient, or click New patient to create a new record.
Location — Choose the location, if your workspace has more than one set up.
Room — Choose a room, if rooms are set up in your workspace.
Service — Choose the service by typing to search or selecting from the list.
Provider — Choose the provider performing the service.
Step 4: Add more services or providers (optional)
Prospyr supports multi-service and multi-provider appointments in a single booking.
Add each additional service in the booking panel.
Select a provider for that service — it doesn't have to be the same provider as the first service.
Repeat for as many services as the visit includes.
For example, if a patient is booking a consultation and getting Botox in the same visit, add both services so each is captured on the appointment.
Note: If a service requires a device (like a body-sculpting room), Prospyr will prompt you to choose it. Selecting the device blocks that room for the appointment time so it can't be double-booked.
Step 5: Choose the date and time
Click Change date.
Prospyr shows only the times that provider has available.
Select an open time that works for the patient.
Note: If no times appear, that provider has no availability in the selected range. Try a different provider or date.
Step 6: Add an internal note (optional)
Type your note into the appointment note field.
Note: This note is internal and staff-only — the patient will never see it. Staff can view it by hovering over the appointment tile on the schedule.
Step 7: Create the appointment
Click Create to book the appointment.
The appointment now appears on the schedule.
Step 8: If a deposit or no-show fee is enabled
If your workspace has a deposit or no-show fee turned on, Prospyr will prompt for a card at this point.
Enter the card number to hold on file.
If the patient doesn't have a billing address on file, you'll be prompted to add one first, then you can add the card.
If you don't want to collect a card, click Override deposit or Override no-show fee instead.
Important: Overriding a deposit or no-show fee books the appointment without holding a card. Make sure this matches your practice's policy before you click it.
Common issues and troubleshooting
Why don't I see any available times when I click "Change date"? The date picker only shows the selected provider's open slots, so if nothing appears, that provider has no availability in the range you picked. Try a different provider or a different date range.
Will the patient see the note I added to the appointment? No, the appointment note is internal and visible to staff only — patients never see it on their end.
Do I always have to collect a card when booking? Only if a deposit or no-show fee is enabled for your workspace, and if it is, you can either collect a card or click override to skip it.
Can one appointment include more than one service or provider? Yes, Prospyr supports multi-service and multi-provider appointments, so you can add each service to the booking and assign whichever provider is performing it.
What's the difference between clicking "New event" and double-clicking directly on the schedule? Both open the same booking panel with the same fields, the only difference is that double-clicking directly on the schedule pre-fills the date and time for you based on where you clicked.
I don't see an option to create a new appointment. What's wrong? This usually means your user role doesn't have the Schedule Appointment permission turned on, so check with your Prospyr admin to have that permission set to Allowed.