Features

Appointment Management - Scheduling for Health Professionals

Schedule appointments and cut no-shows with automatic reminders.

Smart Appointment Scheduling

Your time is your most valuable resource, whichever discipline you practise. Vitena's appointment module lets you schedule, reschedule and cancel from a single screen, for online and in-person visits alike.

With automatic email reminders, your clients' no-show rate drops significantly. You can customize the reminder time from 5 to 30 minutes before the appointment.

Reduce no-show rates with automatic appointment reminders.

Creating an Appointment

You can start creating a new appointment from the client list or from the calendar view.

  1. Go to "Appointments" from the left menu
  2. Click "New Appointment"
  3. Select a client (or create a new one)
  4. Set the date, time, and duration
  5. Pick the appointment type: in-person or online
  6. For in-person, choose a location (office, clinic, home office)
  7. For online, the appointment uses your chosen channel: a Google Meet link per appointment, your meeting room link, or a WhatsApp / Telegram / phone call
  8. The appointment is saved and the client gets an email — with the meeting link on a link channel, or "we will call you" on WhatsApp, Telegram and phone

Online Appointments: Channels and Join Meeting

Vitena manages in-person and online appointments side by side. For online visits you choose how you meet, under Profile Settings → Online Meetings: Google Meet (a fresh link for every appointment, created by your connected Google Calendar), your own meeting room link (Zoom, Teams, or any other), WhatsApp video, Telegram video or a plain phone call.

The channel decides what the client gets. On the two link channels the link appears on the upcoming appointment card, in the Session Workspace, in confirmation and reminder emails, and in the Client Portal. On WhatsApp, Telegram and phone there is no link at all — you call the client at the appointment time, and their emails say exactly that.

Turn on as many channels as you like. If you offer more than one, the client picks while booking; otherwise your first channel is used.

A Google Meet link is created per appointment by your Google Calendar connection — the Google Meet channel has to be on for one to go out.
Dicas
  • Choose your channels under Profile Settings → Online Meetings
  • WhatsApp, Telegram and phone need the client’s phone number — you are the one who calls
  • Online appointments still use the same Session Workspace — notes, your discipline's tools, and reports work identically

Automatic Reminders

Vitena sends automatic reminder emails to both your clients and you. This feature helps you minimize no-show rates.

You can customize the reminder time: 5, 10, 15, 20, or 30 minutes before. Set the default for all clients from business settings, or change it individually.

Appointment Capacity

Paid plans provide a monthly capacity of 150 appointments per seat — comfortably more than a full calendar for most practitioners. If you use multiple seats in a clinic setting, the capacity is automatically multiplied.

Example: Standard plan with 3 seats = 450 appointments per month. Additional appointment packages can also be purchased (250 appointments/package, €5/month).

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Perguntas frequentes

Under fair use limits, you have 150 appointments per seat per month. This is sufficient for most users; however, if you need more, you can purchase additional appointment packages to increase your quota.

Cancelled appointments are recorded and an automatic notification email is sent to the client. Cancelled appointments are not deducted from your monthly appointment quota.

No. You choose your channels once under Profile Settings → Online Meetings. A Google Meet link is created for each appointment by your Google Calendar connection; a meeting room link is reused from your settings. On WhatsApp, Telegram and phone there is no link — you call the client.

On the two link channels it shows up on the upcoming appointment card, in the Session Workspace, in appointment emails and in the client’s Client Portal, and opens the link in a new tab. On WhatsApp, Telegram and phone there is no button — there is nothing to open, you call the client.

Perguntas frequentes

Under fair use limits, you have 150 appointments per seat per month. This is sufficient for most users; however, if you need more, you can purchase additional appointment packages to increase your quota.

Cancelled appointments are recorded and an automatic notification email is sent to the client. Cancelled appointments are not deducted from your monthly appointment quota.

No. You choose your channels once under Profile Settings → Online Meetings. A Google Meet link is created for each appointment by your Google Calendar connection; a meeting room link is reused from your settings. On WhatsApp, Telegram and phone there is no link — you call the client.

On the two link channels it shows up on the upcoming appointment card, in the Session Workspace, in appointment emails and in the client’s Client Portal, and opens the link in a new tab. On WhatsApp, Telegram and phone there is no button — there is nothing to open, you call the client.