Ambiki uses small icons and markers on the Schedule to show where each event stands. They tell you whether attendance is entered, whether a patient has checked in or confirmed, and whether the visit note or evaluation is billed and signed. This article explains what each icon means, where you see it, and what happens when you click it.
Where You See Each Icon
On the calendar: each event shows an attendance marker, a confirmation bar, and a check-in marker. You see these in both the Therapist view and the Admin view.
In the day list: click the eye icon next to a date to list that day's events with their status icons. The eye icon appears in the Therapist view only.
In the event details: click an event to see each patient's check-in mark, confirmation icon, documentation icons, and a confirm dropdown for confirming several patients at once. You see these in both views.
Markers on the Calendar
These markers show on events that have patients.
Red left edge: attendance has not been entered for every patient. Upcoming events show it too, because their attendance is still open.
Red left attendance
Blue left edge, full height: every patient on the session has confirmed. The blue bar sits just inside the red edge, so an upcoming session usually shows both.
Fully confirmed
Blue left edge, half height: some patients on the session have confirmed, but not all.
Partially confirmed
Person outline: an in-person event where no one has checked in the patient.
Patient not checked in
Solid person: some one has checked in the patients. Typically done in larger practices by front office teammates.
Some patients checked in
Solid person with a check mark: someone (typically front office) has checked in every patient listed in event.
Every patient checked in
Camera outline: a teletherapy event. The camera turns solid once a patient has checked in.
Teletherapy event
White background with crossed-out text: no patient attended. Every patient is marked as cancelled, absent, or a no show.
No patient attended event
*Note: The blue bar appears only on upcoming sessions. It goes away once the session starts, when the time of event changes or when every confirmed patient has cancelled. The bar updates on an open schedule as soon as someone confirms, whether that is a teammate or a patient, with no refresh needed.
Status Icons in the Day List
In the Therapist view, click the eye icon next to a date in the month, week, day, or list layout. A list of that day's events opens beside the calendar. Therapy, evaluation, and re-evaluation events that have already started show a column of status icons on the right. Hover over an icon to read its status.
Eye icon to open a list of the day's events
The colors below describe the icons themselves, not the event. The color of the event comes from your Schedule settings.
Attendance (calendar icon): Shows whether attendance has been entered for the session.
Billing (dollar sign): Shows the billing status for the visit note or evaluation.
Signature (pen): Shows the signature status of the visit note or evaluation.
Authorized signature (badge with a check mark): Shows the status of authorized signatures. This icon only appears when service logs are enabled for both the practice and patient.
Color Key:
🟢 Green: Complete
🔴 Red: Not complete
🟣 Purple: Additional action may be needed, such as a co-signature, authorized signature, or a note marked as not needing a treatment report.
Icon color details
Icons in the Event Details
Click an event on the calendar to open its details. Each patient has their own row of icons.
Confirmation Icon
The confirmation icon sits next to the patient's name and shows one of three statuses.
Blue person outline: not confirmed. Click it to confirm the patient.
Not confirmed
Blue person with a check mark: confirmed. Hover to see who confirmed, either a staff member's name or "patient". Click it to clear the confirmation.
Confirmed
Red circle with an X: cancelled. Click it to clear the cancellation.
Cancelled
*Notes:
A patient can only have one status at a time.
If the cancelled visit has a make-up visit that another staff member has already claimed, re-booked or completed, Ambiki shows a warning before a cancellation is cleared. Reach out to that person before clearing a cancellation.
Confirm Dropdown
To confirm several patients at once, tick the patients in the list (or tick the box at the top to select everyone) and open the Confirm dropdown next to Check-in and Attendance. The dropdown stays grayed out until at least one patient is ticked.
Confirm: confirms every ticked patient. Cancelled patients are left as they are and keep the red icon.
Clear confirmation: removes the confirmation from every ticked patient. Cancellations are not cleared here; clear those one patient at a time from the red icon.
Confirm or clear confirmation
Check-In Mark
A green circle with a check mark next to the patient's name means the patient has checked in. Hover over it to see the check-in time. This is typically done by front office teammates.
Check in icon
Documentation Icons
These icons appear on the right side of the patient's row once the event's start time has passed. It is always recommended to start documentation from the event using the notebook or clipboard icons.
Notebook: appears on therapy events. Click it to start a visit note in a new tab with the patient and session time filled in. Once a note exists, the same icon opens that note.
Notebook icon
Clipboard with a pulse line: appears on evaluation and re-evaluation events. Click it to start an evaluation. Once an evaluation exists, the same icon opens it.
Clipboard with pulse icon
Badge with a check mark: appears when the session has a service log. A red outline means the authorized signature is still needed, and clicking it opens the signature page. Solid green means the signature is received.
Service log check badges
Envelope and plain clipboard: appear on the day of a teletherapy event. Send link emails the session link to the patient. The clipboard copies the link.
Teletherapy icon
Q&A
Q: Why does an event in the day list show no status icons?
A: Status icons appear only on therapy, evaluation, and re-evaluation events that have already started. Events where no patient attended do not show them either.
Q: Why can I not find the eye icon next to a date?
A: The eye icon and the day list are part of the Therapist view. If you are in the Admin view, click Therapist at the top of the Schedule to switch.
Q: Why did a patient's confirmation disappear?
A: A confirmation is removed when the patient is marked as cancelled or when the time of the event changes. Confirm the patient again once the new time is agreed.
Q: Everyone on a group session is confirmed, so why is the blue bar only half height?
A: The bar counts confirmed patients against every patient on the session, including cancelled ones. A cancelled patient has no confirmation, so a session with one cancelled patient and the rest confirmed shows the half bar. Open the event to see each patient's status.
Q: Why did the blue bar disappear from an event?
A: The bar shows on upcoming sessions only. It goes away once the session has started, when the time of the event changes, or when every confirmed patient has been cancelled. If a session started while the page was open, the bar comes off the next time the schedule loads.
Q: Why do I not see the blue bar in the list layout?
A: The bar appears in the month, week, and day layouts and on the cards in the day list. The list layout does not show it. Open the event to see who has confirmed.
Q: Why can I see the confirmation icon but not click it?
A: Confirming a patient and clearing a confirmation require the Manage Schedule permission. Clearing a cancellation requires permission to enter attendance for the event. Without these, the icon still shows the patient's status. Ask your administrator to update your permissions.
Q: Why is the notebook icon missing or grayed out?
A: The notebook appears only on therapy events, and only after the start time has passed. It is grayed out when you do not have permission to add a visit note or when your plan's monthly visit note limit is reached. Hover over the icon to see which applies.
Q: Where can I learn more about attendance, check-in, and event colors?
