Dashboard and calendar icons | Clinicminds Help Center

This article explains the icons, badges and markers on the dashboard and in the calendar. It does not cover buttons or menus.

Dashboard

The dashboard has two views of the day, switched with the button at the top right: calendar view (the default) and list view. Calendar view shows the normal calendar inside the dashboard, so its icons are in the Calendar section. This part covers list view and the sidebar.

Why some icons are missing from the dashboard

That is expected. The dashboard never shows the data request, forms or prepayment icons, not in list view and not in calendar view. In calendar view, hover over the appointment: the pop-up text still shows the status ( ✓ paid, ✗ not signed, and so on). The full Calendar page shows the icons.

Front desk list on a wide screen. On a smaller screen (tablet, phone, narrow window) the tiles are smaller and have no New badge and no 🥳.

Front desk list (all appointments of a location)

ICON	NAME	WHAT IT MEANS
	Video appointment	Video consultation or video inspection.
	Phone appointment	Appointment type is phone call.
	New patient	The patient has never had a consultation, treatment, inspection or aftertreatment that took place. Phone and video appointments do not count. No-shows and cancelled appointments do not count either. Wide screens only.
	Birthday	It is the patient's birthday today. It always checks today's date, also when you look at another day. Wide screens only.
	Needs attention	The appointment started 5 or more minutes ago and nothing is marked yet (not arrived, in treatment, occurred, no-show or cancelled). Hover to see why: “Patient is 12 minutes late.” “Patient is over an hour late. Mark as ‘no-show’ if absent.” “Appointment not yet handled. Mark as ‘occurred’ or ‘no-show’.” (on a past day)
	Treatment type colour	The colour of the treatment type. Hover to see the name.
	Faded tile	The appointment is handled (arrived, in treatment, occurred or no-show) or cancelled.
	Name crossed out	No-show or cancelled. Cancelled appointments only stay in the list on the day they were cancelled.

Arrived, in treatment and occurred have no icon in this list. The tile just fades. Tentative appointments and appointments waiting for prepayment look like any other appointment here. Hovering a tile on a computer also shows a patient button that opens the patient.

Faded: occurred. Crossed out: no-show (Beau Toks) and cancelled (Emma Visser).

Hover the orange strip to see why it needs attention.

Practitioner list (one practitioner's day)

ICON	NAME	WHAT IT MEANS
	Arrived	The patient is marked as arrived and is not in treatment yet.
	In treatment	The patient is in treatment and the appointment is not marked as occurred yet.
	Too late	Today, 5 or more minutes after the start, and the patient is not marked as arrived.
	No-show	Marked as no-show.
	Cancelled	The appointment is cancelled. Only shown on the day of the cancellation.
	Video / phone	Same as in the front desk list.
	Full colour tile	Treatment, aftertreatment, or consultation + treatment.
	Light tile with a colour bar	All other appointment types (consultation, inspection, phone, video).
	Faded tile	Occurred, no-show or cancelled. A faded tile with a hover text means you have no access to that location.
	Striped tile	Break or block. It fades once it is over.

The practitioner list has no New badge, no 🥳 and no orange ! strip.

Too late, In treatment, and the difference between full colour tiles (treatment types) and light tiles with a bar (video, phone).

Occurred and no-show fade out.

Cancelled, a block, and Arrived.

Dashboard sidebar

The sidebar is the same on the front desk and the practitioner dashboard. Each user can choose which sections to show with "Edit sections".

Alerts

ICON	NAME	WHAT IT MEANS
	Needs attention	Orange strip on the left of a tile. Hover to see why. The rules per section are in the table below.
	Counter	Number of items in the section. Only visible when the section is closed.
	Section needs attention	In a closed section header, it replaces the counter: at least one item needs attention. Next to "show 2 more" it means one of the hidden items needs attention.
	Alerts out of view	There are alerts in the sidebar that you have scrolled past. The arrow shows the direction. Not on phones.
	Faded tile	You cannot open it. Hover to see why, for example “You have no permission to settle payments.”, “You have no access to Amsterdam.” or “Payment registration is not available on phones. Please use a computer or tablet.”

Closed section with an item that needs attention.

Alerts scrolled out of view, above.

Closed section with 2 items.

When does a sidebar tile get the orange strip?

SECTION	ORANGE STRIP WHEN	HOVER TEXT
Earlier appointments	Always. The section only lists appointments from the last month that nobody marked (arrived, occurred, no-show, cancelled).	“Appointment not yet handled. Mark as ‘occurred’ or ‘no-show’.” No hover text on the practitioner dashboard.
New online bookings	The appointment starts within 24 hours, or the booking is more than 24 hours old.	“Appointment in 5 hours. Approve or reject the booking now.” “Booking from 30 September is still pending. Approve or reject it.”
To be paid	The record is from before today, or the treatment was confirmed more than an hour ago.	“Payment due for record from 30 September. Invoice promptly.” “Payment due for over an hour. Invoice promptly.”
Arrived	15 or more minutes after the appointment start time. It counts from the start time, not from when the patient arrived.	“Appointment should have started 20 minutes ago”
Open records	The record date is before today.	“Record from 30 September is still open. Please close it.”
In treatment	Never. Instead it shows +8 min when the treatment runs 5 or more minutes past the end time.	None

Earlier appointments

New online bookings

To be paid

Arrived

Open records

In treatment (no strip, but +12 min)

Other sidebar markers

ICON	NAME	WHAT IT MEANS
	Colour dots + initials	Treatment type colour (hover for the name) and the practitioner's abbreviation. The abbreviation is only on the front desk dashboard.
	Location	On online bookings: the location of the booking.
	Video / phone	In "Arrived" and "In treatment": video or phone appointment.
	Private task	Only the person it is assigned to can see the task. Private tasks can't be assigned to someone else.
	Red due date	The task is overdue.
	Crossed-out task	Task completed today. It shows when and by whom.
	Calendar note	Yellow box at the top of the day, next to the date. Click it to read the full note of that day.

Memos have no icons

Overdue, private and completed tasks

Staff section: coloured squares

SQUARE	LABEL	WHAT IT MEANS
	on time	Running on time, or at most 5 minutes behind.
	+6 min … +15 min	6 to 15 minutes behind.
	+16 min or more	More than 15 minutes behind.
	starts 13:00 / ended 12:00	Not working right now: work has not started yet, or has just ended.

"Behind" is measured from the start time of arrived patients and from the end time of patients in treatment.

On time (green) and 12 minutes behind (orange)

Calendar

The Calendar page and the calendar view on the dashboard are the same calendar. The last column says if an icon also shows in the dashboard calendar.

One appointment on the Calendar page, with appointment details turned on.

Time line: start and end time, then the location abbreviation. Tentative appointments show the word "Tentative" instead of the time.
Name line: a status icon (arrived, in treatment, no-show) before the patient's name.
Top right: request, prepayment and appointment type icons.
Bottom: the notes icon, and with appointment details on: category, practitioner, room, equipment, treatment and the treatment plan stamp.

"Show appointment details" hides or shows the bottom row

On the Calendar page, the bottom row (stamp, category, practitioner, room, equipment, treatment) only shows after Options ⋯ (bottom right) > Show appointment details. It is off by default and saved per browser. The dashboard calendar never shows this row. The notes icon always shows.

View appointment details on hover

Hovering an appointment (on the Calendar page and in the dashboard calendar) shows a text with all details, including prepayment ( ✓ paid, ⟳ processing, ✗ failed or not paid), data request ( ✓ entered / ✗ not entered) and forms ( ✓ signed / ✗ not signed).

Compare the Calendar page and dashboard calendar

Calendar page with appointment details on. This demo clinic uses dollars, so the prepayment icon is $.

Dashboard calendar (front desk). No data request, forms or prepayment icons, no detail row, arrived patients are faded, and a red line shows the current time.

Status icons (before the name)

ICON	NAME	WHAT IT MEANS	DASHBOARD CALENDAR
	Arrived	The patient has arrived. Only on today's appointments, and it goes away when the patient is in treatment or the appointment is marked as occurred.	Yes
	In treatment	The patient is in treatment. Only today, until the appointment is marked as occurred.	Yes
	No-show	Marked as no-show.	Yes

Icons at the top right

ICON	NAME	WHAT IT MEANS	DASHBOARD CALENDAR
	Data request	A request to fill in personal details was sent. Faded: the patient has not filled it in yet.	No
	Forms to sign	Forms that need a signature were sent. Faded: not signed yet. Forms without a signature get no icon.	No
	Prepayment	The appointment has a prepayment. Faded: not paid yet (still waiting, processing or failed). The icon follows the clinic's currency: € £ $ for all other currencies.	No
	Video appointment	Video consultation or video inspection.	Yes
	Phone appointment	Appointment type is phone call.	Yes
	Online booking	An online booking that is not approved or rejected yet. Click it to approve or reject.	Yes

Details at the bottom

Except for notes, these only show on the Calendar page with "Show appointment details" on.

ICON	NAME	WHAT IT MEANS	DASHBOARD CALENDAR
	Notes	The appointment has a note. Hover to read it.	Yes
	Treatment plan: outstanding	The patient's latest treatment plan has an invoice that is not fully paid.	No
	Treatment plan: paid	The latest treatment plan is paid and still has prepaid treatments or products left.	No
	Treatment plan: open	The latest treatment plan has a quote that is not accepted or rejected yet, and not expired.	No
	Treatment category	Short name of the treatment category.	No
	Practitioner	Who the appointment is with. Only when the calendar does not already show one column per practitioner.	No
	Room	The room of the appointment.	No
	Equipment	The equipment of the appointment.	No
	Treatment	The treatment or product. Only on appointments of 30 minutes or longer.	No

The stamps look grey until you hover the appointment. They only show for users who may see records and prepaid treatments, and not in room or equipment columns.

Occurred (faded), Paid stamp

Waiting for prepayment (faded $), Outstanding stamp

Column and day headers

ICON	NAME	WHAT IT MEANS	DASHBOARD CALENDAR
	Day note	Green: the day has a note. Grey: no note yet, click to add one.	No Shown as a yellow box instead
	Room / equipment column	The column shows the bookings of a room or a piece of equipment, not of a practitioner.	No
	Location	The location where the practitioner works that day.	No

Day note (green)

Room column

Calendar colours and styles

The colour indicates the treatment type. The Calendar page also has a small legend below the calendar. The dashboard calendar has no legend.

The legend below the Calendar page

LOOKS LIKE	NAME	WHAT IT MEANS	DASHBOARD CALENDAR
	Full colour	Treatment, consultation + treatment, or aftertreatment.	Yes
	Lighter, thick bar on the left	Consultation, inspection, phone call or video appointment.	Yes
	White corner, top right	Inspection or aftertreatment.	Yes
	Coloured border, pale inside	Not final yet: an online booking waiting for approval, an appointment waiting for prepayment, or a tentative appointment.	Yes
	"Booking in progress…"	A patient is booking this time online right now. It goes away after 10 minutes if they don't finish.	Yes
	Faded	Occurred or no-show. In the front desk dashboard calendar, arrived patients fade too.	Yes
	Grey	Does not match the treatment type or location you filtered on. The calendar still shows it, because the practitioner is busy at that time.	Yes Appointments at another location
	Dark border	The appointment the calendar was opened for, for example from a link to that appointment.	No
	White dotted edge	The appointment also uses a room or equipment, and it shows in that column too (day view of one location).	No
	Striped	Break or block. A block shows its note as the title.	Yes
	Red line	The current time. Only on today.	Only here Not on the Calendar page
	Dot	Month view: one dot per appointment.	No Day view only