Theia's Schedule replaces the patchwork of calendar tools, booking widgets, and reminder services that many practices stitch together. It lets you book appointments, manage your availability, enforce cancellation policy, and sync with your existing calendar.
Calendar
Your calendar opens to today by default, showing appointments laid out by hour. Select the provider(s), and toggle between day and week views at the top right.
Each appointment shows the patient name, and is colour coordinated by whether the appointment has been requested, confirmed, or checked out. Click any appointment to open details - patient info, video call link (if virtual), status of reminders, and cancel/reschedule actions.
Appointment Types
Every booking in Schedule is an instance of an Appointment Type - your initial consultation, follow-up, nutrition coaching, IV therapy, etc. Set these up once at the Appointment Types page and they power booking, reminders, and cancellation policy across the rest of your booking system.
Each Appointment Type carries:
Name
Description
Duration
Price
Eligible providers - which providers can perform this type of appointment. Restrict for type-specific services to ensure patients schedule services with the appropriate practitioner.
Location
Buffer times - minutes before and after to leave open for documentation, prep, or transition.
Booking and Managing Appointments
Click an empty slot on the calendar, or click + New Appointment at the top right.
The booking flow runs through:
Appointment type
Eligible providers
Available data & time
Location
Patient being booked
Confirm
The patient receives an email confirmation immediately, with the time in their local timezone.
Booking New Patients
You can book patients who aren't yet on Theia - common for initial consultations with prospective clients. In the patient set up, click +Add new patient, and enter their name, email, and phone. They receive a booking confirmation by email with links to cancel or reschedule, if needed - no Theia account required. If they later become an active Theia patient, their appointment history carries over.
Availability and locations
Set your hours under the Availability tab - working days, hours per day, days off, and minimum booking notice. From here you may also add time off, which will block your calendar from being booked.
Cancellation policy
Rather than imposing a single set of rules, Theia lets you build your own policy by defining cancellation reasons and the fee rule for each.
Three fee rules:
Always waive: no fee
Notice-based: fee only if cancelled inside your cancellation window
Always charge: fee regardless of notice
Navigate to the bottom of the cancellation policy and select 'add reason' to set your cancellation reasons.
Integrations
The Integrations tab is where you connect external tools, like your Google calendar and Zoom.
Google Calendar and Microsoft Outlook - Once set up, your vacations, sick days, holidays, and external meetings flow into Theia automatically as unavailable time, and your Theia appointments appear in your external calendar.
How two-way sync works:
Theia appointments push to a designated "Theia" calendar in your Google or Outlook account
Events from external calendars you select pull into Theia as busy blocks that prevent new bookings
By default, Theia pushes only appointment time and type to your external calendar - patient identifier is shown as initials.
Zoom - connect once and every telehealth appointment automatically gets a Zoom meeting link attached to the appointment record.
To set up your Zoom integration, select "Connect" and from here you will be guided through signing into your Zoom account and providing authorization.
If you ever wish to disconnect your Zoom account from Theia, you may disconnect at any time and stop the creation of meeting links for your account. Please note that existing meeting links will remain valid, and may be used for you to meet with your clients.
Getting Started
If you're setting up Schedule for the first time, here's a practical order:
Add your practice locations at Schedule → Schedule Settings → Add another physical location. From here, you may also define your location rooms by selecting "add room".
Configure your appointment types - start with your 2-3 most common services.
Set your availability - define days, hours, and location.
Connect your external calendar at Schedule → Integrations - ensure that all vacation time and holidays are accounted for.
Set up your cancellation policy.
Connect Zoom if you offer telehealth appointments.
Customize your reminders.
Need more help?
If you get stuck or have any questions, reach out out to the Theia support team at [email protected]. We're happy to help!