🆕 How to Add a New Appointment Type & How Long It Takes to Appear in Aloha

✨ When You Need This Guide

You’re in the right place if you’re asking:

“I just added a new appointment type—why isn’t it showing in Aloha?”
“How do I add a new case type or appointment?”
“How long does it take to see my new appointment type?”
“I need this new appointment to show in the online scheduler”
“Can I book a new appointment type in Aloha?”

This guide walks you through:

How long it takes a new appointment or case type to show up in Aloha
How to make it available for online and in-app scheduling
How to make sure it works with campaigns, reminders, and feedback requests

You'll Need:

Access to your Patient Management System (PMS) or EHR
The ability to schedule a test appointment with the new type
Aloha login

✅ Add a New Appointment Type from Your EHR 📤

Start in your EHR or PMS.
Add the new appointment or case type in your scheduling system first.
Book a test appointment using the new type.
This is important—Aloha can only recognize the new type after it's been used in a real or test appointment.
Wait up to 24 hours for Aloha to sync.
Once booked, Aloha will detect and pull in the new appointment type within a day.
💬 You’ll start seeing it appear for Reminders, Campaigns, and Feedback once synced.

🛠️ Make the New Appointment Type Available for Online Scheduling

Once the new type has synced to Aloha, here’s how to set it up for patient use:

1. Set the Schedule for the New Type

Go to:
Scheduling > Set Appointment Type Schedules

Click the new appointment type
Adjust available hours or days
Click Save

✅ Make sure hours fit within the provider’s and office’s overall schedule.

2. Enable the Type for Online/App Scheduling

Go to:
Scheduling > Settings > Set Appointment Type Schedules

Find the new appointment type
Use the Scheduling drop-down to enable it for:
- Online Scheduling
- Mobile Scheduling App

3. Enable Providers for the New Type

Go to:
Scheduling > Settings > Set User/Provider Schedules

Find the provider who will take this type
Flip their "Schedule" switch ON (if not already)
Click the three lines to the far right of the provider
Turn on the new appointment type for them

4. Test the Setup

Go to:
Scheduling > Setup Instructions

Try booking the new type from a patient perspective
Confirm times are showing correctly

❗ If you’re not seeing times that should be open, reach out to support

💡 If You Don’t See the New Appointment Type…

Situation	What Might Be Happening	What To Do
You just added the type in your EHR	Sync time not complete	Wait up to 24 hours
Type isn’t showing in online booking	Not enabled for scheduling	Check Scheduling > Settings
No available times	Schedule conflict or weighting issue	Review provider and type schedules
Still missing after 24 hrs	Data didn’t sync	Contact Aloha Support

🎉 You'll Know It Worked When:

The new appointment type shows in your Aloha account under Scheduling
You can book the new type online or in the app
Reminders, campaigns, and feedback trigger as expected
Providers are available for that type during their scheduled hours

💬 Need Help? We’re Here!

Still stuck after following all the steps?
Reach out to our support team: support@aloha.com
We’re happy to help you troubleshoot or manually trigger a sync.

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