# Appointment types

An appointment type describes what the appointment is for. Beyond the name, a type can set time constraints on when it is available and store documents related to the appointment.

## Why this matters

Well-defined appointment types keep bookings consistent: the right duration is filled in automatically, the calendar is colour-coded at a glance, and the correct reminder setting is applied without the person booking having to remember it. Types also feed departments into reporting.

## Before you start

Managing appointment types requires one of the **Account Owner**, **Account Administrator** or **Change Settings** privileges.

## The elements of an appointment type

| Element | Purpose |
|---------|---------|
| Type name | The name of the type shown in the appointment screen and in reports. |
| Duration | The duration in minutes. This prepopulates the duration field when making an appointment. |
| Department | Optionally, the department the appointment is in. Selected from a list. |
| Default reminder | Optionally, the reminder setting to use for appointments of this type. Selected from a list. |
| Physical Location | Optionally, the location of the appointment. Selected from a list. |
| Waiting room | Optionally, the waiting room to use for appointments of this type. Selected from a list. |
| Public Name | The name clients see on public display screens and [DiaryPage](/docs/reminders/diarypage/) pages. |
| Colour | The foreground and background colour used for the appointment in the calendar. |
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## Managing appointment types

Go to the **Settings** area and select **Appointment Types**. The screen shows a list of your existing appointment types.

Click a row to open the type window. The window has three menu items: **Type Details**, **Schedule** and **Documents**.

### Type Details

Use **Type Details** to view the main elements of the type listed above. Click **Edit** to enable editing of these fields.

### Schedule

Use **Schedule** to add time constraints on when the appointment type is available — for example, restricting a type to the hours of a clinic.

### Documents

Use **Documents** to upload public, non-client-specific documents that clients can view on [DiaryPage](/docs/reminders/diarypage/).

## What to watch for

### Location conflicts

The appointment type screen lets you assign a [location](/docs/setting-up/locations/) to a type, but the type is not the only place a location can come from: the reminder setting can also be assigned a location, and the appointment itself can have one too.

A common problem is choosing an appointment type from one location together with a reminder setting assigned to a different location — this creates a conflict when the appointment is made. The appointment's own location can conflict in the same way. Unlike a work-hours conflict, a location conflict cannot be overridden: it blocks the appointment from being saved, because a mismatch could lead to the client being directed to the wrong location.

When assigning a Physical Location to a type, check that the type's Default reminder is a reminder setting for the same location, and keep the appointment's own location consistent when booking.


## Related

- [Appointment elements](/docs/appointments/appointment-elements/)
- [Adding an appointment](/docs/appointments/adding-an-appointment/)
- [Merge field reference](/docs/reference/merge-field-reference)

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Source: https://diarybook.com/docs/appointments/appointment-types/