Note: Only Organization Administrators can edit these Calendar settings. If you need access to this feature, please contact your Organization Administrator to discuss a permissions change.
Navigate to Settings in the top menu and select the Calendar tab. Each Calendar configured in Caredove can have its own settings.
Caution: These settings apply to all services associated with the calendar.
Public Booking Window & Appointment Availability
The Public Booking Window controls which appointment times are visible and bookable on the public booking page, and how close to an appointment someone is allowed to book.
This section includes three related settings that work together:
Public Booking Window (Visibility)
“Referrers can book X days in the future”
This setting controls how far into the future appointment times are visible and bookable on the public booking page.
Example:
Set to 14 days → only appointments within the next 14 days appear publicly
Appointments beyond that date will not be shown on the booking page.
This applies to both recurring and one-time appointments.
Staff can still book appointments internally outside this window.
2. Minimum Booking Notice (Prevent Last-Minute Bookings)
“With at least X hours notice”
This setting controls how close to an appointment time someone can book.
This is what was previously referred to as Lead Time.
Example:
Set to 24 hours → appointments starting within the next 24 hours will not appear on the public booking page
Set to 2 hours → allows near-term bookings with minimal notice
Important to know:
This only affects public bookings
Appointments inside the notice window:
❌ Will not appear publicly
✅ Can still be booked internally by staff (for example, drop-ins or urgent cases)
3. Recurrence Availability
“Create recurrence availability X days in the future”
This setting controls how far into the future recurring appointment slots are created on the internal calendar. It does not change how far appointments are displayed on the public booking page, which is still controlled by the Public Booking Window above.
How this interacts with the booking window:
Recurring appointments appear on the booking page only if they exist on the calendar and fall within the Public Booking Window.
One-time appointments appear as long as they fall within the Public Booking Window.
Common use cases
1. Keep it simple (most common)
Set both values to the same number so recurrences and public visibility match.
2. Generate recurrences further out than shown publicly
Public booking window: 30 days
Recurrence availability: 60 days
Result: Staff can see and manage future slots, but the public only sees 30 days.
Calendar Time Zone
Each calendar in Caredove is associated with a specific time zone. This determines how appointment times are displayed internally and on the public booking page. To update a calendar’s time zone:
Go to Settings → Calendar
Select the calendar you want to update
Use the Time Zone dropdown to choose the correct zone
Save your changes
If your organization spans multiple regions, make sure each calendar is using the appropriate time zone for its services.
Missing Outcome Alerts
When enabled, Missing Outcome Alerts display a reminder in the calendar for past appointments that do not yet have an outcome set. This helps providers and administrators close the loop on completed appointments and keep reporting and tracking accurate.
How it works
An alert banner appears in the Calendar when past appointments are missing an outcome
Selecting Show all shows a filtered list of all appointments that still require an outcome to be set
The alert is visible to users with access to the calendar
When this is useful
Encouraging providers to complete documentation after appointments
Ensuring outcomes are consistently captured for reporting
Reducing follow-up and data gaps
Appointment Locations
Specify the location at which appointments are provided.
Edit Content and Behaviour of Emails and Handouts
Customize the content of reminders, emails and handouts given to registrants.
Appointment Notifications
Customize appointment notifications and configure personal email notifications.
Appointment Options
Appointment Options are used by referrers and registrants to filter time slots for specific characteristics (e.g. "Available in French").
Referral Options
Referral Options are Caredove-configured, structured selections that appear before the referral form. They focus on structured choices — like selecting service types or program options — rather than detailed data collection.
Outcome Options
Track different outcome options, using selectable checkboxes available when closing an appointment.
Appointment Areas
Optional coverage areas that restrict where you provide appointments. Appointments will be displayed for addresses that are within the appointment and the service coverage area. Note: Contact Caredove if you wish to add Appointment Areas.
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