When you book a patient who already has something waiting, Zavy shows it before the booking form. This stops you creating a duplicate appointment, or leaving ARIA texting a patient you've already booked.
When it appears
Click a time in the calendar to start a New Appointment.
Choose the patient.
If the patient has anything outstanding, you see Before you book — ARIA found a few things instead of the booking form. If there's nothing outstanding, the booking form opens as normal.
What it shows
Items are grouped:
Group | What it is |
On Hold | Appointments the patient asked to cancel or move. |
Ready to Book | Appointments the patient is ready to schedule. |
Waitlist | Waitlist entries for this patient. |
Campaigns | ARIA conversations in progress with this patient. |
Book an existing appointment into this slot
Click an On Hold, Ready to Book or Waitlist card. Zavy moves that appointment into the time you clicked, with its own length and details. It doesn't create a new appointment.
If the cards are greyed out, choose a time and practitioner for the appointment first.
Choose what happens to an ARIA conversation
Each Campaigns card has three choices:
Choice | What happens |
Complete when booked (default) | The conversation is marked as successful once your booking goes through. Nothing happens if you don't book. |
Keep it running | ARIA carries on. The booking doesn't change the conversation. |
Resolve now | Choose the outcome now. The outcomes are Booked, Answered, Declined / opted out, Couldn't reach and Not relevant, plus any your practice has added. |
Complete when booked works whether you book an existing appointment from a card or skip and create a new one.
Book a new appointment instead
Click Skip — book a new appointment at the bottom to open the normal booking form. Outstanding appointments and waitlist entries are left as they are.
If the patient only has an ARIA conversation, the button says Book a new appointment.
Example: book a patient ARIA is already texting
Leslie Rohan's appointment is on hold, and ARIA is texting her to rebook.
Leslie calls the practice. Click 3:00pm on Monday with Dr Priya Sharma.
Choose Leslie Rohan.
Before you book — ARIA found a few things shows her on-hold appointment and the On Hold campaign.
Leave the campaign on Complete when booked.
Click the on-hold appointment card.
The appointment moves to Monday at 3:00pm, and Leslie's card moves to Booked on the On Hold board. ARIA stops texting her.
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