Each participant’s Document Folder includes an Appointments tab where staff can see both upcoming and historical appointments associated with that individual. This view provides a convenient way to track past interactions, prepare for future ones, or schedule a new appointment directly from the participant’s record.
You can use this view to confirm whether a participant is already scheduled, or to document a service record without needing to navigate through the full calendar.
Step 1: Open the participant's record
Go to the Tier 1 form that was configured for Apricot Schedule (usually a participant or client form), and open the record of the participant whose appointments you want to view.
Under the participant's Quick View information, select the Appointments tab.
Step 2: View schedule and history
The Appointments tab contains two sections:
Schedule – Displays any upcoming appointments the participant is scheduled to attend
History – Lists all past appointments, including date, time, and staff attendees
Click on any appointment to expand and view its full details. You can only see appointments created in Apricot. Appointments added in external calendars will not appear in the participant’s appointments.
Important: Editing an upcoming appointment (such as changing the description) will resend the appointment email to all participants and staff attendees with the updated information.
Step 3 (optional): Add an appointment
To schedule a new appointment with the participant from this tab, click the Add Appointment button from the Appointments tab. This will open the same scheduling form used in the main calendar view, but the participant will already be pre-selected.
Complete the remaining details (date, time, attendees, location, etc.), then click Add to save the appointment. The participant will receive an invite automatically.
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