Creating Events

What you'll learn

• How to create a new event by clicking on the calendar
• What information to fill in for each event
• How to edit or cancel existing events

Events represent appointments, meetings, or any scheduled activity on your calendar. Every event connects a client, a service, and an employee together at a specific date and time.

Creating an event from the calendar

The fastest way to create an event is to click directly on the calendar grid:

1. Navigate to the desired date — Use the arrow buttons, view mode buttons (Dia, Semana, Mes), or the mini-calendar panel at the bottom of the screen to reach the date you want.
2. Click on a time slot — In the Day or Week view, click on the specific time slot where the appointment should begin. In the Month view, click on the date itself.
3. Fill in the event details:
   • Client — Search for and select the client this appointment is for. Start typing the client's name or phone number to find them.
   • Service — Choose the service being provided. The service selection may automatically set the duration.
   • Employee — Assign the employee who will handle the appointment. This defaults to the currently selected professional.
   • Date and time — Pre-filled based on where you clicked, but you can adjust if needed.
   • Duration — Usually set automatically based on the selected service, but you can override it.
4. Add optional notes — Include any special instructions, client requests, or reminders.
5. Save the event.

The new event immediately appears on the calendar grid in the appropriate time slot.

What happens when you create an event

• The event appears on the calendar for the assigned employee
• The time slot is marked as occupied, preventing double-bookings
• The appointment is linked to the client's history, so you can see it from their profile
• If notifications are configured, the client may receive a confirmation

Editing an event

1. Click on the event in the calendar. The event details panel opens.
2. Update any fields — change the time, reassign to a different employee, switch the service, or update notes.
3. Click Save to apply your changes.

You can also drag and drop events on the calendar to quickly reschedule them to a different time slot or day.

Canceling an event

1. Click on the event in the calendar to open its details.
2. Click the Cancel or Delete button.
3. Confirm the cancellation when prompted.

Canceled events are removed from the calendar, freeing up the time slot for new bookings.

Assigning Clients to Events

Every event on your calendar should be assigned to a client. This creates a clear record of who the appointment is for and connects the event to the client's overall history in AutoTalk.

Assigning a client when creating an event

When you create a new event by clicking on a time slot in the calendar:

1. In the event creation form, find the Client field.
2. Start typing the client's name or phone number. AutoTalk searches your client database as you type.
3. Select the correct client from the search results.
4. Continue filling in the rest of the event details (service, employee, time) and save.

The event now appears on the calendar with the client's name displayed, so you can immediately see who each appointment is for.

What if the client does not exist yet?

If the client is not already in your database, you have two options:

• Create the client first -- Click Clients in the sidebar, click "Add new clients," enter their details, then return to the calendar and create the event.
• Create inline from a conversation -- When starting a new conversation, you can create a new client on the fly using the + button in the conversation creation dialog. Once the client exists, you can assign them to events.

See Adding and editing clients for more details on both methods.

Viewing a client's appointment history

Once events are linked to a client, you build a complete appointment history over time. From the client's profile, you can:

• See all past appointments -- what services were provided and when
• See all upcoming appointments -- what is scheduled in the future
• Track patterns such as how frequently the client visits or which services they book most often
• View the client's conversation history alongside their schedule to get the full picture of your relationship

The event-client-service connection

Each calendar event connects three pieces of information:

Component	What it answers
Client	Who is the appointment for?
Service	What is being done?
Employee	Who is providing the service?

This three-way connection ensures that your calendar is not just a schedule but a complete record of your business activity. It supports accurate reporting, workload tracking, and a full audit trail of every appointment.

How client assignments appear on the calendar

When viewing the calendar in any of the four views (Dia, Semana, Mes, or Agenda), events display the client's name so you can see at a glance who each appointment belongs to. In the Day and Week views, event blocks show the client name along with the service type. In the Agenda view, each list entry includes the client name, date, time, and service.

tip

Always assign a client to every event. Even for internal meetings or blocked time, having a record tied to a specific purpose helps you analyze how your time is spent. For client-facing appointments, consistent assignment builds a complete history that strengthens your customer relationships over time.

Recurring Events

Recurring events let you schedule appointments that repeat at regular intervals. Instead of creating the same appointment manually each week or month, you set up the pattern once and AutoTalk generates all future occurrences for you.

Recurring events are useful for any appointment that happens on a predictable schedule, such as weekly therapy sessions, monthly check-ups, bi-weekly team meetings, or daily recurring time blocks.

Creating a recurring event

1. Create a new event (or open an existing one for editing) and fill in the standard details: client, service, employee, date, and time.
2. Look for the Recurrence or Repeat option in the event form.
3. Select a recurrence pattern:
   • Daily — The event repeats every day at the same time
   • Weekly — The event repeats on the same day each week (for example, every Tuesday at 10:00)
   • Monthly — The event repeats on the same date each month (for example, the 15th of every month)
4. Optionally, set an end date or a maximum number of occurrences. If left open, the series continues indefinitely until you stop it.
5. Save the event. All occurrences appear on the calendar automatically.

Editing a recurring event

When you change one occurrence of a recurring event, you will be asked how to apply the update:

• This event only — Changes apply only to the single occurrence you selected
• This and following events — Changes apply to the selected occurrence and all future ones
• All events — Changes apply to every occurrence in the series, past and future

This flexibility lets you adjust a single appointment (for example, moving a session one hour later on a holiday week) without disrupting the rest of the series.

Stopping a recurring event

To stop future occurrences, either edit the recurrence settings and set the end date to today or a past date, or delete future events by selecting "This and following events" when deleting. Past occurrences remain in the calendar as part of the client's appointment history.