# Welcome Tutorial



## Introduction
Welcome to the **Diarybook Getting Started Tutorial**. This guide is designed for users who are joining an existing Diarybook account. It provides a quick walkthrough of accessing and using the service.

> **Note:** This tutorial assumes your account has already been set up by an administrator. Setup steps are not covered — see [Your First Week](/docs/start-here/your-first-week/).
>
> If your appointments come from another system, adding them by hand is optional. See [Standalone or Synced](/docs/start-here/standalone-or-synced/).

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[Video: https://www.youtube.com/watch?v=y5dZcJB0t0w](https://www.youtube.com/watch?v=y5dZcJB0t0w)

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## What You'll Learn
- Using the **welcome email** to access Diarybook.
- Adding and editing **clients and appointments**.
- Cancelling appointments and **texting notifications** to clients.



## Signing In

### Step 1: Validate Your Profile
1. When added to a Diarybook account, you'll receive an email with a link titled **"Validate User Profile"**.
2. Click the link to open your browser.
3. Set your password by entering it twice and clicking **"Set Password"**.
4. Once you see the **"Activated"** screen, you're ready to sign in.

### Step 2: Sign In
1. Open your browser and go to: [portal.diarybook.com](https://portal.diarybook.com).
2. Enter your **email address** and **password** on the sign-in screen.
3. Click **"Sign In"**.


## Navigating the Home Page
- **Left Margin:** Icons for different areas of Diarybook (Area Menu).
- **Top Right:** Action buttons and menus.
- **Bottom:** Your **user ID** and the name of the account(s) you're signed into.
  - Use the **"Switch"** button to switch between accounts if you belong to multiple.

![Home Page](/img/dbdocs/gs-home-page.png)
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## Adding Clients

### Step 1: Gather Required Information
- Consult your **account administrator** to determine which reminder features will be used (e.g., SMS, email, voice calls, letters).
- Ensure you have the necessary client details (e.g., mobile number for SMS reminders).

![Home Page](/img/dbdocs/gs-reminders.png)
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### Step 2: Add a New Client
1. Click the **green Plus icon** in the top right.
2. Select **"Add New Client"**.
3. Enter the client's **first name, last name, and mobile number** (minimum required for SMS reminders).
4. Click **"Save"**.

### Step 3: View and Edit Clients
1. Click the **"Clients"** icon in the Area Menu.
2. Use the **search field** to find a specific client.
3. Click on a client's row to view their record.
4. Click the **"Edit"** button in the toolbar to update details.

**Note:** All fields are optional, but follow your administrator's guidance on which fields to use.

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## Adding Appointments

### Step 1: Create a New Appointment
1. Click the **green Plus icon** in the top right.
2. Select **"Add New Appointment"**.

### Step 2: Fill in Appointment Details
1. **Client:** Begin typing the client's name to search and select.
2. **User:** Select the Diarybook user the client is seeing.
3. **Appointment Type:** Choose from the list (managed by the administrator).
4. **Date and Time:** Specify the appointment date and time.
5. **Repeat:** Use this field to add multiple appointments for the client.
6. **Duration:** Pre-populated based on the appointment type.
7. **Rooms and Resources:** Optional field to book rooms or equipment.
8. **Waiting Room:** Advanced feature for capacity control, monitoring, and self-check-in.
9. **Remind Client Using:** Select how and when the client will be reminded.

**Note:** Diarybook prevents double-booking but allows overrides for specific scenarios.

### Step 3: Save the Appointment
1. Click **"Save"** to finalize the appointment.

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## Viewing and Managing Appointments

### Step 1: View Appointments
1. Click the **"Clock"** icon to view appointments.
2. Click on an appointment to open its details.

### Step 2: Edit Appointments
1. Use the **"Edit"** icon in the toolbar to modify appointment details.

### Step 3: View Confirmation Status
- **Status Symbols:**
  - **Green Arrow (↗):** Reminder sent.
  - **Grey Arrow (↙):** Reply received.
  - **Circle Icon:** Confirmation status (Green: Confirmed, Red: Unable to attend, Yellow: Tentative, Grey: No status).
- **Status Column:** Shows the status in text on the far right.

**Note:** Diarybook automatically updates confirmation status based on client replies.

![Home Page](/img/dbdocs/gs-reply-status.png)
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## Cancelling Appointments and Sending Notifications

### Step 1: Filter Appointments
1. Use the **"Filter"** option in the toolbar.
2. Select the user whose appointments you want to cancel.
3. Click **"Apply"**.

### Step 2: Select Appointments
1. Click the **tick box** in the toolbar to select all filtered appointments.

### Step 3: Send SMS Notifications
1. Go to the **"Appointments"** menu.
2. Select **"Send SMS"**.
3. Choose the appropriate **Sender ID** (see [Sender IDs](/docs/setting-up/sender-ids/)).
4. Type your message.
5. Preview the messages and click **"Send"**.

### Step 4: Cancel Appointments
1. Go back to the **"Appointments"** menu.
2. Select **"Change Confirmation Status"** > **"Cancelled by User"**.

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## Conclusion
This tutorial covered:
- Accessing Diarybook.
- Adding and editing clients and appointments.
- Manually sending messages and cancelling appointments.

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Source: https://diarybook.com/docs/start-here/welcome-tutorial/