How do I add an appointment in Apricot Schedule?

After Apricot Schedule has been configured by an administrator and your calendar is synced, you can begin scheduling appointments with participants. Appointments created in Apricot will appear in your external calendar, and any participants with valid email addresses will receive a calendar invite automatically.

You can schedule one-on-one or group appointments with multiple participants and staff attendees. If video conferencing is enabled, the appointment can include a meeting link by default.

Note: Apricot Schedule appointments are not available in record audits, as they are not considered Apricot records.

From My Apricot Tools in the navigation bar, click Schedule to be brought to the My Calendars page.

Then, click the Add Appointment button in the top-right corner to open the scheduling window.

Begin by searching for participants in the first field. The dropdown will display records from the Tier 1 form(s) your administrator enabled during Apricot Schedule configuration.

Each result shows:

Note: A participant’s name will be grayed out if they do not have an email address filled out. If no participants appear in the dropdown, confirm that your administrator has selected the appropriate Tier 1 form(s) and fields in the Schedule configuration.

You can select multiple participants for a single appointment. This is useful for family meetings, group sessions, or shared appointments.

You can invite staff members (including yourself) by adding them as attendees. To appear in the list, staff must:

Staff without a synced calendar cannot be added as attendees. All invited staff will receive the calendar event in their synced calendar and be included in any video conferencing link, if applicable.

Next, choose the date, start time, and end time for the appointment. The calendar will automatically block out any times that conflict with your external calendar or with existing Apricot appointments for any attendees.

Add a short title (e.g., “Case Management Check-In”) and a description if needed. This information will be included in calendar invites and shown in the appointment details view.

If you have enabled video conferencing integration (such as Zoom or Microsoft Teams), a meeting link will be auto-generated and placed in the Location field.

If no integration is configured, you can manually enter a physical or virtual meeting location.

Once all details are complete, click Add at the bottom of the page to schedule the appointment. Invites will be sent to all participants and all listed staff attendees, and the appointment will appear in your Apricot calendar and in all synced external calendars.