Once Apricot Schedule is turned on for your organization, you will need to configure the calendar. Apricot Schedule must be configured by an Administrator before staff can begin using the calendar.
The configuration process involves selecting which participant form(s) will support appointments and defining the name and email fields used to populate appointment details and send calendar invites. This setup is required before users can view participants in the Schedule tab or send invites through Apricot.
Step 1: Open the configuration page
Important: You will need to be signed in as an administrator in order to perform this action.
From My Apricot Tools in the navigation bar, select Schedule. You'll be prompted to configure your calendar by clicking the text in the pop-up or clicking the pencil icon next to My Calendars.
Step 2: Choose the participant form(s)
In the configuration panel, you’ll be asked to select a Tier 1 form that will serve as the participant source for scheduling. This form must be set up in advance and should represent the people your organization schedules appointments with (e.g., Clients, Students, Participants).
You can configure up to two forms. These selections apply across all programs and sites in your Apricot database.
Important: Once forms are selected, if you need to switch forms later, you’ll have to overwrite one of the existing selections.
Step 3: Select the participant fields
For each selected form, you'll need to choose:
A Name Field – This is the primary value displayed when selecting a participant in the calendar
An Email Field – This is used to send calendar invites to participants
Both fields must already exist on the selected Tier 1 form.
You can also configure a Quick View Field, which serves as a secondary identifier during participant selection (e.g., date of birth, case ID, program name). This field must be on the same form and must have the Quick View option enabled in Form Designer.
Note: Participants will appear in the selection dropdown with both the Name Field and the Quick View Field to help distinguish similar records.
Step 4: Save the configuration
After selecting your forms and fields, click Save. The configuration will take effect immediately, and staff users will be able to begin scheduling appointments with participants from the selected form(s).
If users don’t see expected participants when creating an appointment, confirm that those records exist in the configured form and that required fields (Name and Email) are filled in.