Client calendar feeds and appointment reminders

How client calendar feeds and automated email reminders help clients keep track of appointments without extra busywork.

PracticeRunner is calendar-first. Clinicians and clients can use private calendar feeds to keep appointments visible in Apple Calendar, Google Calendar, Outlook, and other calendar apps. For clients who do not want to set up a calendar feed, automated email reminders provide a simple fallback.

Provider calendar feeds are managed separately, but they follow the same basic idea: private, read-only calendar links that make appointments easier to see without changing appointments outside PracticeRunner.

What calendar feeds are

Calendar feeds are private, read-only links. A client can subscribe to their link in the calendar app they already use.

Client calendar feeds are often best for ongoing clients because future appointments can appear automatically in the client's calendar app. PracticeRunner updates the feed when appointments change, but each calendar app decides how often it refreshes subscribed calendars, so updates may not appear immediately.

Calendar feeds do not let the client edit appointments in PracticeRunner. They also do not connect PracticeRunner directly to Apple, Google, Outlook, or another calendar account.

How to subscribe to a calendar feed

Use the feed link as a calendar subscription URL. Do not open the link as a downloaded .ics file unless you only want a one-time snapshot.

For Apple Calendar on iPhone, iPad, or Mac, clients can use the Subscribe in Apple Calendar link in the portal. That link is only for Apple devices. It is not the right way to add the feed to Google Calendar.

For Google Calendar, copy the subscription URL. In Google Calendar, choose Other calendars > From URL, paste the link, and add the calendar. Google decides how often it refreshes subscribed calendars, so changes may take time to appear.

For Outlook or another calendar app, copy the subscription URL and look for the app's option to subscribe from the web, internet, or URL. The wording varies by app, but the important part is to subscribe to the URL rather than import a downloaded file.

For client-facing instructions, share Subscribe to Your Appointment Calendar.

What automated email reminders are

Automated email reminders are one-time appointment reminder emails sent before an upcoming appointment.

They are useful for brief care, new clients, or clients who do not use a calendar app. Reminder timing is controlled by practice settings, and client-level settings can decide whether a specific client uses email reminders, a calendar feed only, or no automated reminders.

Automated reminders are separate from manual emailed .ics appointment reminders or calendar attachments. You can still send those when needed.

How they work together

Calendar feeds do not require email reminders. Email reminders also do not require a calendar feed.

A practice may use calendar feeds, email reminders, or both depending on client preference. Some clients may want appointments to appear in their calendar and still receive email reminders. Others may rely on their calendar feed only.

If your practice uses the setting to reduce reminder emails when a calendar feed is active, clients with an active calendar feed can default to calendar-feed-only reminders unless you choose a different setting for that client.

When to use a client calendar feed

Use a client calendar feed when:

• the client has recurring or ongoing appointments
• the client already uses a calendar app
• the client wants future appointments to appear without repeated emails
• the client understands that calendar apps control refresh timing

Calendar feeds are optional. Do not require a client to use one if email reminders are a better fit.

When to use email reminders

Use email reminders when:

• the client does not want to subscribe to a calendar feed
• the client is new to the practice
• care is brief or appointment-based
• a simple email reminder is clearer than calendar setup

Appointment reminder emails should stay privacy-safe and should not include clinical notes, diagnoses, billing details, or sensitive information.

Changing reminder settings for a client

Open the client's profile and find Appointment reminders.

You can choose:

• Use practice default: follow the practice reminder setting
• Send email reminders: send automated email reminders when practice reminders are enabled
• Use calendar feed only: do not send automated email reminders because the client is expected to rely on the calendar feed
• Do not send reminders: do not send automated reminders

You can also use the client's primary email address or enter a custom reminder email address.

Resetting a calendar feed link

Open the client's profile and find Calendar Feed.

Use Reset calendar feed URL if the private link may have been shared with the wrong person. The old link will stop working, and the client will need the new link if they still want to subscribe.

Provider calendar feed links can be reset from Settings -> Calendar.

When a calendar feed is reset or disabled, PracticeRunner returns an empty calendar at the old URL for a while. This gives calendar apps a chance to refresh the old subscription and remove events that came from that feed. Calendar apps still decide when they refresh subscribed calendars.

Privacy and calendar links

Client calendar feeds and appointment reminders use conservative appointment details by default.

They do not include:

• clinical notes
• diagnoses
• billing details
• couple, family, or household details
• client phone numbers
• other sensitive content

Anyone with a private calendar feed URL can view the appointment times and details included in that feed. Reset the link if it may have been shared.

Google Calendar feed not appearing

After subscribing to a calendar feed in Google Calendar, the calendar may not appear right away in every Google Calendar view. If the feed is missing, open Google Calendar sync settings and make sure the subscribed calendar is selected.

Using provider calendar feeds with Calendly

Calendly tip If you use Calendly for public scheduling, subscribe to the PracticeRunner provider feed in the calendar account Calendly already checks, such as Google Calendar, iCloud Calendar, or Outlook. Then confirm in Calendly that the subscribed calendar is included when Calendly checks for conflicts.

This does not connect Calendly directly to PracticeRunner. It gives Calendly another read-only calendar to consider through your existing calendar account.

The usual pattern is:

1. Copy the clinician's provider calendar feed from Settings -> Calendar.
2. Subscribe to that feed in the clinician's main calendar account, such as Google Calendar, iCloud Calendar, or Outlook.
3. In Calendly, make sure that calendar account is connected and that the subscribed calendar is included anywhere Calendly lets you choose calendars to check for availability.
4. Create a test appointment in PracticeRunner and confirm that it appears in the calendar account Calendly is using.

This keeps the setup simple because PracticeRunner does not need a separate Calendly connection. It also keeps the feed one-way and read-only. Calendly and your calendar app decide how quickly subscribed calendar changes appear, so test the timing before relying on it for live booking.

Common questions

Do clients need to use a calendar feed?

No. Calendar feeds are optional. Automated email reminders can be used for clients who prefer not to set up a feed.

Will calendar feeds update instantly?

PracticeRunner updates the feed when appointments change, but each calendar app decides how often it refreshes subscribed calendars.

Can a client use both a calendar feed and email reminders?

Yes, depending on the practice and client reminder settings.

What if a calendar feed link is shared accidentally?

Reset the client's calendar feed URL. The old link will stop working.

Do reminders include clinical information?

No. Appointment reminders should use privacy-safe details and should not include notes, diagnoses, billing information, or other clinical content.

Where to manage these settings

Clinicians can manage their provider feed in Settings -> Calendar.

Practice owners can manage practice-level client calendar feed and appointment reminder settings in Settings -> Portal.

A client's individual calendar feed and appointment reminder settings are managed from that client's profile.