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Creating and Managing Personal Appointments

Block out time for meetings, breaks, and non-client activities.

Personal Appointments allow you to block out time on your Zanda calendar for events that are not related to client bookings. This is essential for managing your availability, ensuring clients cannot book you during lunch breaks, team meetings, public holidays, or annual leave.

In this article:

Creating a Personal Appointment

You can schedule a one-off personal appointment directly from the calendar.

Here’s how:

  1. On the Calendar page, click or drag to highlight the time slot you want to block out.
  2. The Appointment Panel will open.
  3. Select Personal as the appointment type (indicated by a distinct icon).
  4. Enter a Title for the appointment (e.g., "Lunch", "Dentist", "Team Meeting").
  5. (Optional) Add a Description for more context.
  6. (Optional) Add one or more Resources (book a room or a piece of equipment) to be used with this personal appointment.
  7. (Optional) Add a Flag to color-code the appointment on the calendar.
  8. Click Save.

The appointment will appear on your calendar with a grey sidebar, distinguishing it from client bookings.

💡 Notes:

  • Personal appointments automatically block this practitioner's availability for this time slot for online bookings in the Client Portal.

  • If you want to see what changes were made to a personal appointment, in the Appointment Details section click on the Show Appointment Log icon (a circular arrow with clock arms inside). The log modal will open where yopu can view the Appointment Log entries.

Recurring Personal Appointments

You can set personal appointments to repeat, which is perfect for regular lunch breaks or weekly meetings.

  1. Create the personal appointment as described above.
  2. Open the appointment and click the Recurring Options icon in the When & Where section.
  3. Select Make Recurring from the dropdown.
  4. Configure the frequency (e.g., Daily, Weekly) and end date.
  5. Click Save.

Duplicating a Personal Appointment

You can easy duplicate a personal appointment to create another one with the same details (e.g., Title, Description).

  1. Open the personal appointment panel.
  2. Click the Recurring Options icon.
  3. Select Duplicate.
  4. Choose the new date and time.
  5. Click Confirm.

Learn more about Duplicating Appointments.

Team Meetings: Copying to Other Practitioners

Zanda makes it easy to schedule team-wide events by copying a personal appointment to multiple calendars at once.

  1. Create the appointment on one practitioner's calendar.
  2. In the appointment panel, locate the Resources or Copy section.
  3. Select Copy to other practitioners.
  4. Select All Practitioners or one or multiple practitioners you want to invite.
  5. Click Save.

This will create identical personal appointments on their calendars, blocking out that time for the whole team.

Editing and Deleting

You can modify or remove personal appointments in the same way as any other booking in Zanda.

Editing a personal appointment

  1. On the Calendar page, click the personal appointment you want to change.
  2. The Appointment Panel will open.
  3. Make your changes—for example, update the title, adjust the time, or add a flag.
  4. Click Save.

Tip: You can also reschedule a personal appointment by dragging and dropping it to a new time slot on the calendar, or by dragging its top or bottom edge to adjust the duration.

Deleting a personal appointment

Deleting a personal appointment works exactly the same way as deleting a client appointment. There are two options:

Option 1: From the appointment panel

  1. Click the personal appointment on the calendar to open the Appointment Panel.
  2. Scroll to the bottom of the panel.
  3. Click Delete (below the Save button).

Option 2: From the right-click menu

  1. Locate the personal appointment block on the calendar.
  2. Right-click the appointment block to open the context menu.
  3. Select Delete.

Deleting a recurring personal appointment

If the personal appointment is part of a recurring series, deleting one occurrence will trigger a confirmation pop-up asking how you want to apply the deletion:

Option What it does
This One Only Deletes only the selected occurrence. All other appointments in the series remain.
This & All Following Deletes the selected occurrence and all future instances. Past appointments remain.
All Appointments Deletes every instance in the series, including past appointments.

Select the appropriate option and confirm to proceed.

Can’t see the delete button?

  • If the Delete button is not visible in the appointment panel, this is most likely due to user permissions, not a limitation of the appointment type.
  • The Delete button only appears if your user account has the Delete Appointments permission enabled.
  • Without this permission, you can still update the appointment status (for example, to Cancelled or No Show), but you won’t be able to permanently remove the appointment.

To resolve this: Contact the master user of your Zanda account and ask them to enable the Delete Appointments permission for your user.

This setting is located under:
User Menu at the top-right > Account Settings > Team > Users → [your user] → Scheduling Permissions → Delete Appointments

For a full overview of scheduling permissions, see:
User Permissions for Practitioners

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