Your Client’s Experience

You can schedule with a client the moment they’re added to your panel—they don’t need to create an Allia account first.

Scheduling a New Appointment

To schedule a session, just click a date on your calendar and select Add Appointment.

Choose your client, set the time and duration, and pick whether it’s telehealth or in-person. You can also include a quick note if there’s anything you’d like them to know.

Once you click Send Invitation, Allia handles the rest. Your client will receive:

• An email with the session details

• A Google Calendar invite (if your calendar is connected)

• A session link on the home screen of their Allia Health app (if downloaded)

You’re Allia Calendar is instantly updated providing access to the session link. Your own Google Calendar is also instantly updated instantly, so you can access the session link from there too. If you work in a team or have support staff, you can also share your Google Calendar with colleagues—making it easier for others to see availability and support your practice operations.

Want to send the link manually? You can open any appointment, copy the session URL, and send it by email, text, or secure message.

Start an Instant Appointment

Need to meet with a client right away?

From their profile, click Start Instant Meeting. Allia will generate a one-time, secure video link and send it instantly via email and on the home page of their Allia Health mobile app. The session also appears in your calendar and syncs with Google if connected.

If your client can’t find the link, you can always copy and send it manually from the appointment view. You can also copy the URL directly from your browser while connected to the telehealth room.

The Mobile App Can Make Things Easier For Your Clients

Your client does not need to create an account with Allia Health or download the app to be able to join telehealth sessions. But, if your client does use the Allia app, it makes everything easier:

• They’ll get appointment reminders

• The session link will appear on their app home screen—and they can accept or reject times

• They’ll have a central place to track care and communication

Whether or not they use the app, clients always receive session details by email.

A study by Zocdoc found that when clients can confirm or cancel appointments directly through an app, it leads to fewer no-shows and greater transparency.

Understanding Calendar Colors

Allia uses color-coding to show you the status of each session at a glance:

• Green: The client hasn’t created an Allia account yet. They’ll still receive the calendar invite and can join the session, but they won’t be able to confirm or decline it. These are marked as accepted by default.

• Yellow: The client has an Allia account and the session is waiting on their response. Once they accept or decline, the color will change.

• Red: The session has been declined by the client, or is past due and requires your attention (e.g., follow-up or documentation).

You can also choose to require client confirmation before a session is considered final. Allia makes it easy to track confirmations, reschedules, and no-shows so nothing slips through the cracks.