Creating appointments in the Rula provider portal

This article provides step-by-step guidance for creating new appointments, single and recurring, in the Rula provider portal.

Rula will book all initial appointments for new clients on your calendar. After a client confirms an initial visit, our system will automatically book four recurring visits on the same day and time for five total visits. If any dates in the recurring series are unavailable, they will not be booked, and the client will be informed.

• This is to make sure the client has a dedicated time slot moving forward and to avoid double bookings.

It’s best practice to take a few minutes before the end of your session to confirm and/or schedule follow-up appointments with your client. 

Guided Steps

Creating single appointments

1. Log into the Rula provider portal.
2. Click on the Schedule tab.
3. Click on white or any available slot on the date of the new appointment you’ll be adding. The Add an event pop-up box will appear.
4. Select the type of appointment from the available options.
5. The duration default is set at 60 minutes, but you can adjust it here if needed.
   Note that the available options are dependent upon the therapy type.
6. Select the client’s name under the Client search and confirm their date of birth to ensure you’ve selected the correct client.
7. Update the date under Date, if needed, by clicking the calendar icon. 
   You can use the up and down arrows to toggle between months or click Clear to type in your own date.
8. Update the time, if needed, by clicking the drop-down menu under Start time.
9. For providers who are opting to offer in-person appointments, you will also be able to choose the Location of the appointment (telehealth or in-person)
10. For single follow-up appointments, update the section under Repeats to Does not repeat.
    
11. Click Create to save the appointment.
12. The client will receive a notification that an appointment has been booked by their provider.

Note: Therapists do not receive email reminders regarding their appointments. Rula suggests therapists routinely log into the provider portal, check their schedules, and utilize their personal calendars to set reminders.

Creating recurring appointments

1. If this is a recurring appointment series, set the frequency under Repeats.
   1. The default sessions is always 4.
   2. You may click the up and down arrows to update this number or simply delete it and type in a new number.
   3. This number must be within a range, depending on the Repeats selection. So for weekly, it must be between 1 and 52.
      
2. Once selections are complete, click Create.
3. If you receive a could not create appointment error message, the solution is to wait 3-5 seconds and press Create again.
4. The client will receive a notification that an appointment has been booked by their therapist.
5. You may use the arrow at the top of your Schedule to see future appointments in this new recurring series.

Creating past appointments

1. Log into the Rula provider portal
2. Visit the Schedule tab
3. Click on white or any avilable slot on the date of the new appointment you’ll be adding. 
   • Any date or time in the past that does not have an existing appointment can be selected (no max).
   • Note: Past appointments cannot be scheduled over an existing appointment
4. The Add an event pop-up box will appear.
5. Make the typical selections to create the appointment 
   1. Type 
   2. Duration
   3. Client name 
   4. Date update - if needed
   5. Location - if needed
   6. Start time
6. If this is a recurring appointment series, set the frequency under Repeats. For single follow-up appointments, update the section under Repeats to Does not repeat.
7. Click Create to save the appointment.

Patient Appointment Reminders

Patients will receive appointment reminders via email 48, 24, and 1 hour before their scheduled appointment. They will also receive SMS text reminders before the appointment. From here, patients can cancel or reschedule their appointments if necessary. Please note for minors, the email and phone number on the account could be managed by their parent or guardian. 

Updated January 27, 2026 17:05