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. The patient and guardian names are links: one tap opens each record. 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). The patient is optional: leave it as None and the reminder is just yours ("renew the CRMV", "order more syringes") — it shows up in the same list, with no guardian to notify.

• 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 (for a vaccine you can add lot, manufacturer, manufacturing and expiry dates) and, if you set the next dose, the next reminder is already scheduled. On an overdue reminder the app does not assume the dose was given today: enter the date it was applied (with shortcuts for Today and On the due date).
• Already on the record (vaccines): the dose is already on the vaccine card. Closes the reminder without adding another entry.
• 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.

When you record a vaccine dose (on the timeline, in Register vaccine, in a consultation or through the chat), the app closes on its own the pending reminders for the same vaccine that the dose fulfils: those due up to the dose date and, if the dose was given early, the reminder due within the following 14 days. The next-dose reminder created by the dose itself stays open. Entering a vaccine history dose by dose no longer leaves old reminders overdue.

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.

With automatic WhatsApp messages turned on, vaccine and recheck reminders also go out on their own. For a reminder that is for the team only, untick Notify the owner on WhatsApp when creating it or in Edit: it gets the Internal badge, stays in the agenda and in the team's notifications, the guardian gets no automatic message, and the next dose date stays out of the guardian portal. The Notify button is still there if you change your mind. The next dose of the same vaccine is internal too, whether you complete the reminder or record the dose in a consultation or with Register vaccine.

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.

On a phone, the calendar is scrolled and dragged. Two tabs sit at the top — Calendar and Reminders (with the overdue count) — and below them the button that takes you up a level:

• Month: keep scrolling and October follows September, without changing screens. Tap a day to open it; ‹ 2026 goes up to the year.
• Year: twelve months in three columns, with a dot on the days that hold something. Scrolling runs one year into the next, and the year you are reading stays pinned at the top. Tap a month (or a day inside it) to open it.
• Day: the week runs across a strip at the top — tap a day to move, or drag sideways to step one day at a time. The Week button beside it shows the seven days with their hours; ‹ September goes back to the month.
• Today appears in the header only once you have wandered off the current day (or month, or year), and brings you back. The kind filters live behind the funnel icon, which stays marked while a filter is on.

None of this changes on desktop: the Reminders/Year/Month/Week/Day tabs and the ‹ › arrows are still there.

On desktop, drag to reschedule. In the Week and Day views, drag an agenda event to another time or day, or pull its bottom edge to change the end (it snaps to 15 minutes; Esc cancels). In a clinic, in the By professional view, dropping it on someone else's column changes who is responsible. For a repeating event, dragging moves only that occurrence.

• 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. Changing the start time carries the end time along, so the duration stays the same — moving a 30-minute recheck from 9 AM to 2 PM makes it 2:00–2:30 PM. To change the duration, edit the End field.
• Shortcut to the records: on an event with a patient, right below the patient field you get Open patient record and Open guardian record (whoever booked the slot or, failing that, the patient's guardian).
• Notes: a free-text field on the event, for anything that helps with the visit. Phone numbers and e-mails written there show up as buttons right below it: one tap opens the WhatsApp chat or the e-mail, and the text stays editable.
• 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. The choice is remembered: disconnect and connect the same account again and the destination comes back on its own.
• 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 (in blue) and, in a clinic, sit in your column of the By professional view. The "AllEars.Vet" calendar is read too, so an event you add to it by hand shows up in the agenda; what the app itself pushed there is recognized and not duplicated. Changes made in Google reach the agenda within seconds.

Bring a Google event into the agenda

Tap a Google event to see its details (time, location, guests and description) and use Bring into the agenda. It becomes an agenda event linked to that same Google event, with no duplicate: it gets someone responsible, can be dragged and edited, and gets the WhatsApp reminder with the guardian's confirmation. The app suggests the category from the title (for example, "Consulta Online (Ana)" becomes Consulta) and finds the guardian by the e-mail or name of whoever booked, when they are already registered. The event's location and description become the agenda event's Notes; what you edit there stays in AllEars.Vet only.

From then on, what you change in the app (title and time) changes in Google too, in the same calendar the event was booked in. If the client reschedules or cancels through Google, for example through Google appointment schedules, the agenda event follows. When you delete an agenda event that came from Google, the app asks whether it goes only from here (it stays in Google) or from Google Calendar too.

In a clinic, the Show to this clinic's team option in Settings → Integrations lets the team see your Google events in your column and bring them into the agenda. That is how the front desk confirms the appointments that come in through Google. Without it, each person sees only their own Google.

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.
• Every step has a Notify the owner on WhatsApp option, on by default. Turn it off on a step that is for the team only (a booster the clinic tracks itself, an internal recheck): its reminders show in the agenda with the Internal badge and never trigger the automatic message to the guardian. In the protocol list, the card shows how many steps are internal.
• Under each step that goes to the guardian you see the message they get on WhatsApp, with the step name in the middle of the sentence ("Zoe has a recheck visit due on 10/27"). Pick names that read well there, like "a recheck visit" or "deworming", rather than actions like "Schedule recheck". The same preview shows when creating or editing a reminder.
• The timeline shows the whole protocol with its dates: what goes to the guardian (with the message and the day and hour the WhatsApp leaves), what is internal and what stays in the agenda only. It is in the protocol editor, in the list's ⋯ → View timeline menu, and when you apply the protocol, with the chosen patient, guardian and start date; there it also warns when the guardian has not authorized WhatsApp messages yet (or has no valid mobile number), since then nothing is sent.

Register vaccine

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

• Vaccine given — one dose, with lot, manufacturer, the vial's manufacturing date and expiry date, the booster date (that date becomes the reminder by itself) and a free notes field (reaction, injection site, anything else worth recording).
• 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 (with the same lot, manufacturing, expiry and notes fields): 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, manufacturer, manufacturing and expiry dates) and upcoming pending doses per vaccine. A dose's notes are only visible to you: they stay out of the PDF and the guardian portal. 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.