ALOHA Calendar is your new, highly customizable scheduling hub designed for healthcare practices to view your entire workday, manage appointments, and oversee multi-provider schedules quickly and easily on a single screen.
✨ When You Need This Guide
Use this guide if you are:
An Office Manager or staff member setting up the calendar for the first time.
Wondering how to access the calendar through the ALOHA platform.
Needing to change your office's time intervals, working hours, or holiday schedule.
Looking for steps on how to create a new patient appointment or a provider block.
Trying to customize the colors or appointment status displays on your view.
Trying to understand how the calendar syncs with your EHR system.
What This Covers (And What It Doesn't)
✅ How to configure all essential calendar settings, including time ranges, time intervals, working hours, and appearance.
✅ How to create and manage patient appointments and provider unavailability blocks.
❌ Detailed instructions on connecting your EHR system to ALOHA, or the specific write-back limitations of your PMS.
Prerequisites/You'll Need
Access to the ALOHA platform.
Your EHR system must already be connected to ALOHA before the calendar features are available.
✅ Setting Up Your ALOHA Calendar
Before you start booking, follow these steps to customize the calendar for your office's workflow:
Customize General Settings: Open the settings menu
and navigate to Calendar > General. 
Define Your Workday: Set your calendar's Time Range (Start and End Times) to match your daily business hours (e.g., 8:00 AM to 5:00 PM).
Choose Time Slots: Select your preferred Time Intervals for appointments (e.g., 15 or 30 minutes). This changes how many open slots you see each hour.
Set Defaults: Configure your default appointment rules:
Set the Default appointment length.
Set the Maximum appointment length.
Choose a Default appointment type that will pre-select when you book a new patient.
Control Capacity: Set the Appointments per block number to control how many appointments can be scheduled side-by-side at the same time slot (e.g., 2).
Customize Statuses: In General Settings, choose how appointment statuses appear: Indicator (small line), Badge (status word in a colored block), or Both. You can also hide canceled appointments if desired.
Save: Make sure to click Save Changes once done.
Configure Working Hours: Navigate to Working Hours settings. Select which days are working days, set their specific hours, and use the preset list to mark federal holidays as office closures. Make sure to click Save Changes once done.
Personalize Colors: Navigate to the Appearance settings and customize colors for appointment statuses, appointment types, and Blocks, or choose a preset color palette (like Spring or Vibrant). Make sure to click Save Changes once done.
✅ Scheduling Appointments and Blocks
To Create an Appointment:
Click on any open time slot on the calendar OR click the +Add button.
Click the Appointment box.
Enter the patient name, appointment type, provider, duration, date, and time.
Use the calendar icon to minimize the pop-up if you need to view the full calendar while booking.
To Create a Block:
Click on a time slot OR click the +Add button.
Click the Block box."
Enter the block name (e.g., "Lunch Break"), select the provider (or the entire office), set the duration, date, time, and color.
To Switch Calendar Views:
Use the toggle at the top of the calendar to switch between Day View and Week View.
To View Specific Provider Calendars:
Use the dropdown menu to filter and select specific providers or rooms you want to see.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I can't move an appointment to a date or time in the past. | This is a restriction based on your EHR's write-back rules, which prevent changes to past appointment data. | You must schedule or update appointments for current or future times only. |
I can't edit or move a Block (like a vacation day) on the calendar. | That specific block was likely created in your EHR system and must be edited there. | Go to your EHR system to make the necessary edits. Only Blocks originally created in ALOHA Calendar can be modified within ALOHA. |
A specific setting or feature (like a custom time interval) isn't working. | The feature might not be supported with your specific EHR integration. | If you are unsure whether you EHR supports that feature, please contact the Support Team. |
I can't see the calendar when I log in. | You are likely logged in with a practice-wide shared account (e.g., practicename@practicename.com). Features like Calendar, Team Chat, and Voice require an individual user account to check specific access permissions. | Log in with your individual user account (e.g., staff@practicename.com). |
🎉 You'll Know It's Working When
You can see your entire workday schedule on one screen without having to scroll.
Your calendar only shows the working days and hours you configured, eliminating visual clutter.
When you create a new appointment, the system automatically uses your default appointment length and type.
You see a friendly error message if you try to schedule an appointment for a time in the past.
💬 Need Help? We're Here!
If you get stuck while setting up or using your ALOHA Calendar, our friendly support team is ready to help! You can reach us by phone at 800-563-0469 or email us anytime at support@getaloha.com.