Calendar invites for patients
- Everyone
On this page
When Clinicify emails a patient about a new appointment, it includes a calendar entry they can save to their own calendar. It’s one of the simplest ways to cut missed appointments.
Which emails include it
| What the patient gets | |
|---|---|
| Your appointment is confirmed | A calendar file (appointment.ics) attached, plus Add to Google Calendar and Add to Outlook buttons |
| Your video link is ready | The same attachment and buttons, with the join link in the entry |
| Your appointment has been cancelled | A calendar file that removes the entry from the patient’s calendar. No add buttons |
Reminder emails and texts don’t include a calendar file, as the patient already has it from the confirmation.
How patients use it
- Apple Mail, Outlook and most phone email apps: opening the attached file adds the appointment to their calendar.
- Gmail or Outlook in a web browser: the Add to Google Calendar and Add to Outlook buttons open the calendar with the details filled in. The Add to Outlook button is for personal Outlook accounts. Patients with a work or school account can open the attached file instead.
What’s in the calendar entry
| Detail | What’s shown |
|---|---|
| Title | Your clinic’s name |
| Time | The appointment’s start and end time |
| Location | Your clinic’s address for in-person appointments, “Video consultation” for video appointments or “Phone call” for phone appointments |
| Notes | ”Your appointment with” your clinic’s name, and a link to view or change it in your portal |
| Link | The video join link for a video appointment, otherwise the portal link |
| Alert | A reminder 2 hours before the appointment, when the patient uses the attached file |
What’s never in it
The calendar entry never includes the treatment or the patient’s name. A calendar can show on a lock screen, sync to a shared device or be seen by a partner or colleague, so the title is only ever your clinic’s name.
Changes and cancellations
Each appointment’s calendar entry has its own fixed identity. When an appointment is cancelled, the cancellation email carries an update that removes the entry from calendars that support it. If the patient’s calendar doesn’t remove it automatically, they can delete it themselves.
There’s no rescheduling in Clinicify. To move an appointment, cancel it and book a new one: the patient gets a cancellation that removes the old entry and a new confirmation with a new calendar entry. A video appointment gets a new join link. See Cancel or move an appointment.
Good to know
- The calendar entry is added as a simple event. Patients aren’t asked to accept or decline, and no reply is sent to your clinic.
- The organiser of the entry is your Reply-to email, or your Contact email if you haven’t set one.
- Calendar entries follow the same rules as the emails they come with. If a patient doesn’t receive the confirmation email, they don’t get the calendar entry either. See Messages patients receive.
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Related articles
- Messages patients receive Every email and text Clinicify sends your patients, when each one goes out, and which ones your clinic or the patient can switch off.
- Appointment reminders Clinicify reminds patients by email, and by text if they've opted in, about a day before each confirmed appointment. Here's how reminders work.
- Set up video consultations Offer video appointments on Zoom or Google Meet, with the join link created automatically at booking and sent to the patient.
- Cancel or move an appointment Cancel an appointment for a patient, see what happens to their booking fee, and move an appointment to a new time by cancelling and booking again.