Agenda, reminders and protocols

When you say "come back in 21 days for the second dose" during a consultation, AllEars.Vet takes note: the AI extracts the vaccine's next dose and creates the reminder by itself. This section covers reminders, the calendar, protocols and the vaccine card.

Reminders

Reminders live inside the Calendar: in the Calendar, the Reminders view is a continuous to-do list — Overdue, Today, This week and Later — where the circle on the left completes and every row has Notify. Show resolved, at the bottom, lists the recently closed ones.

• Tapping a reminder opens its details: the note you wrote, the kind, the origin, the guardian with phone and email and the consultation that created it — all read-only, without opening Edit. On desktop the details fill the column beside the list; on mobile they open as a sheet from the bottom. The top of the panel carries three icons — edit (pencil), notify (bell) and delete (trash) — and the end holds the single button, Complete. On desktop, the pencil swaps the panel’s own content for the fields, with no window on top; on mobile it opens the form. Delete is for a reminder created by mistake: it disappears from the calendar and leaves no history, unlike Complete, which records the outcome.

• Where each reminder comes from: the Origin column shows whether it was born from a recorded consultation, an applied protocol or created by hand — you always know the system did not invent the date.

• Create by hand: the round "+" button at the corner of the screen creates a standalone reminder while you are on the Reminders view (e.g. monthly flea treatment).

• Vaccines create their own reminders: when you record a vaccine with a next dose date (on the patient timeline or via the consultation AI), the paired reminder is created and follows any date edit. Removing the date or deleting the event removes the reminder too.

Closing a reminder

The Complete button opens the closing options — because "done" is not the only honest ending:

• Done here — records the clinical event on the card and, if you set the next dose, the next reminder is already scheduled.
• Done elsewhere — the guardian had it done at another clinic or pet shop: enter the date (and location, optionally) and the dose lands on the card marked external · guardian-reported. The series continues from the reported date.
• Guardian declined — closes it; for protocols, asks whether to end the whole series.
• No longer needed — you changed the plan; requires a note.
• Lost to follow-up — closes without blame and feeds the reactivation report.
• Just snooze — the reminder resurfaces on the chosen date without counting as missed.

Reminders overdue for more than 90 days produce a bulk-archive suggestion ("lost to follow-up") — the app suggests, never resolves on its own. Registering a patient's death automatically cancels all their pending reminders.

Notifying the guardian

Every reminder has a Notify button: the app writes the message (patient, what is due, when and the clinic name) and you send it in one tap via WhatsApp, e-mail or by copying the text. After sending, the reminder records "notified" with date and channel. Bulk send walks the list one guardian at a time. Guardians with no phone or e-mail show a "no contact" nudge with a shortcut to complete their registration.

Calendar

The Calendar shows the whole month: reminders, your personal events, patient and guardian birthdays and health-plan expirations — each kind in its own color, overdue in red. On desktop the column beside the grid shows the selected day's agenda: click a day and it lists what that day holds; the + New event button creates one already on that date. The Week and Day views show each event's hours.

• New event: title, date and time (or all-day), kind (personal, time block or clinical), optional patient and recurrence (daily, weekly with weekdays, monthly, yearly), ending never, on a date or after N times.
• Editing a repeating event: the app asks whether the change applies to only this occurrence, this and following or the whole series — you never have to break the series to change one day.
• Birthdays derive from the patient's and guardian's birth dates (a new field on the guardian record) — no separate entry needed.
• In clinics, every item can have a responsible person: reminders and events accept a team member as assignee. Everyone still sees everything on the shared calendar (that's how the front desk finds slots and colleagues cover each other); the assignee gets the Mine filter and the daily digest. An unassigned reminder belongs to the clinic: anyone acts on it.
• Per-professional Day view (clinics): in Day view the agenda becomes columns — Unassigned on the left and one column per member. Clicking an hour slot inside a column creates the event already assigned to that professional.

Appointment types

In Calendar settings, the Appointment types card lets you create colored categories (it ships with Consulta, Retorno, Vacinação, Cirurgia and Exame, all editable). When scheduling, pick the Category and the calendar paints the appointment with the type's color across Month, Week and Day views. Recoloring a type repaints its appointments; deleting one does not uncolor what is already scheduled.

Booking page

On the Calendar, the gear icon opens the Calendar settings, home to the Google Calendar integration and your booking page, a public link for clients to book a time on their own. See the step-by-step in Booking page.

Google Calendar

Connect your Google account in Settings → Integrations and the integration shows both ways:

• Your appointments go to Google: they show up in your account — recurring ones included, with edits and deletions following along. In clinics, what's assigned to you goes to your Google. Reminders are not sent.
• You choose which calendar: the Create appointments in field offers the "AllEars.Vet" calendar the app creates (the default) or any calendar of yours you can edit. Point it at the calendar your clinic already shares and the whole team sees the schedule without subscribing to a new calendar. On a change, appointments already synced leave the old calendar and reappear in the new one within a few minutes.
• Your Google events show up here: in Settings → Integrations you check which calendars of your account appear in the agenda (the primary one by default). Their events come in under the Google filter (its own color), read-only — to edit, use Google Calendar itself. The "AllEars.Vet" calendar is never read back (avoids duplicating what the app already pushed).

To stop, use Disconnect on the same screen — the "AllEars.Vet" calendar is removed from your Google account along with the synced appointments, and the Google events disappear from the agenda (your AllEars data is untouched). If you picked another calendar as the destination, the appointments created there stay put: they are yours, in your own calendar. If the connection expires you get a notification; just Reconnect.

Protocols

In Protocols you write a schedule once ("post-op: recheck in 2 days, suture removal in 10, discharge in 30") and apply it to any patient in one tap — every step becomes a dated reminder.

• The app ships editable presets: puppy/kitten vaccination, annual booster, deworming, post-op and geriatric check-up.
• Steps can count from the start or from the previous step — completing a late step (or moving one) automatically reschedules the chained steps after it.
• In clinics, protocols can be shared with the team: everyone applies the same post-op.

Register vaccine

Vaccines have a single door. On the patient page, Add → Register vaccine opens the screen where you choose between:

• Vaccine given — one dose, with lot, manufacturer and the booster date (that date becomes the reminder by itself).
• Vaccination protocol — schedules every remaining dose of the series at once.

If the patient is under 1 year old, the puppy/kitten protocol for its species is suggested at the top — the kitten arriving for a first visit with no card yet. The suggestion disappears once that schedule is already running.

When you start a vaccination protocol you can record the dose given on that date along with it: it lands on the card without a reminder of its own, because from there the protocol owns the calendar. First dose and schedule are born in one act, with no duplicate reminder.

The same Register vaccine button lives inside the Vaccine card tab.

Vaccine card

On the patient page, the Vaccine card tab groups applied doses (with lot and manufacturer) and upcoming pending doses per vaccine. From there you can:

• Download the PDF with the clinic letterhead.
• Share with the guardian: the button takes you to the guardian access screen, where you grant (or manage) portal access — the card, the upcoming doses and whatever else you choose to share live in the same place, behind the same link. See the "Guardian access" article.

Ask Mima

Mima (the in-app chat) sees and manages your agenda. Ask "what's on my agenda this week?" or "which vaccines are overdue?" and request things like "book an appointment tomorrow at 2pm", "snooze Rex's reminder to Friday" or "complete Luna's vaccine, given today". In a clinic you can say whose it is: "create a reminder for Maria to give Rex his vaccine on Friday" — she becomes the assignee and is the one who gets that reminder's notification. Every change shows up first as an approval card in the chat, naming the assignee — nothing is created, completed or deleted without your approval.

Daily notification

If you have overdue or due-today reminders, you get one single summary notification in the morning, from 8 AM your local time — never one notification per reminder.

Timed reminders

When creating or editing a reminder, the time is optional. Without one, it is a day item and only joins the morning summary. With a time, you get an alert at that exact moment — and if you are inside the app right then, a banner appears with a Complete button to close the reminder in one tap. In clinics, the assignee is who gets it. Changing the date or time reschedules the alert automatically.