This article has been updated for the redesigned Diary page. For the full list of changes, see our Summer Release 2026 update.
Ensure your appointment types and clinic hours are set up in the Appointment page before booking appointments.
In Rehab Guru, you can book client appointments in two different places: directly from the client's profile or from the diary page. This guide will walk you through both processes.
Step 1: Booking an Appointment from the Client's Page
Navigate to the Clients page and click View next to the client for whom you wish to book an appointment.
In the client's profile, click Appointments from the left-hand menu. On a smaller screen, these options show as tabs across the top of the profile instead. You will see any future appointments, and you can use the Past, Cancelled and All filters to see the rest.
Viewing upcoming and past appointments in the client's profile
To book a new appointment, click Actions, then Book Appointment. This opens the New appointment panel.
Booking an Appointment from the Client's profile.
If you are part of a team, you can choose which team member will handle the appointment by selecting from the team members in the drop-down menu. Otherwise, it will default to yourself.
You can also select the location where the Appointment will occur, if you have multiple locations.
Choosing a team member for the appointment (if applicable)
Choosing a Location for your Appointment (if applicable)
Select the Appointment Type from the drop-down list. If you are working solo, you won't see a team member drop-down, only the appointment type options.
Selecting the appointment type for the booking
Choose the day and time for the appointment. Available time slots will automatically appear based on the clinician's configured availability. Rehab Guru calculates the next available slots for you.
Selecting an available time slot for the appointment
If you wish to set a custom appointment time outside of the standard slots, click Custom time, enter the start and end times, then click Set custom appointment time.
You can manually adjust the start and end times of appointments if you need a different duration than the default setting.
Setting a custom appointment time
Once all the details are entered, click Book to confirm the appointment.
Step 2: Booking an Appointment from the Diary Page
Navigate to the Diary page to book an appointment. You can choose a specific day by clicking on the date in the diary.
Booking an appointment from the Diary page
If you are part of a team, use the Practitioners checklist in the left-hand panel of the Diary to show or hide other team members’ calendars - tick the box next to a colleague’s name to bring their diary into view, then click a time slot in their column to book the appointment for them.
Showing or hiding team members in the Diary
To book an appointment, click on the desired time slot on the selected day. The New appointment panel opens on the right, where you can either choose a client from the Client drop-down list or click the + button next to it to add a new client.
To add a new client, enter their Client name and Client email in the Add Client pop-up, then click Add.
Adding a new client during appointment booking
Check the Location (if you have more than one) and Team Member, then select the Appointment Type. Choose a time under Available times, or click Custom time to enter your own start and end times, then click Set custom appointment time. You can add a note under Notes.
Selecting an available or custom time for the appointment
Click Book to confirm the appointment.
Step 3: Automated Confirmation and Reminder Emails
Once the appointment is booked, both the clinician and the client will receive a confirmation email automatically. Additionally, a reminder email will be sent to the client 24 hours before the appointment.
You can customise the content of these confirmation and reminder emails in the Account section under Customise>Communication, or for an individual Appointment Type under Appointment Type>Email Templates.
Editing or Rescheduling an Appointment from the Diary
Once an appointment is booked, you can move it or change it from the Diary without cancelling it and booking again.
On the Diary page, click the appointment to open its details panel, then click Actions at the bottom of the panel.
To move it to another day or time, click Reschedule. In the Reschedule hours pop-up, pick a new date and one of the available times, or click Create custom appointment to enter the hours and minutes yourself, then click Update hours.
To change the appointment type or the practitioner, click Edit appointment, choose the new Practitioner or Appointment type and click Save changes.
The client is not notified automatically when you use Edit appointment. To send them the updated details, click Actions and choose Send appointment details.
For more detail, including cancelling an appointment, see Rescheduling, changing or cancelling appointments.
Setting Payment Status on an Appointment
There are various options for setting the Payment Status for an appointment:
Not Paid
Deposit Paid
Paid
Free of charge
To set the Payment Status for an Appointment, navigate to the Client's profile and into their Appointments. Use the 3 dot Action menu to Set the Payment Status for that Appointment.
Setting the Payment Status of an Appointment.
Configuring your Diary
It is possible to configure your Diary to start on a different day.
Navigate to Account>Account & Organisation>Settings>Preferences and scroll down to "Week Starts On" - here you can change the Diary's layout to start on any day you like.
Changing the Week starting day, in Preferences.
By following these steps, you can easily book and manage client appointments in Rehab Guru, ensuring smooth scheduling and communication for both you and your clients.
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