You can control how much of a client's name appears on the scheduler calendar card, on a per-appointment-type basis. This is useful when staff or volunteers can see the calendar but should not see who is scheduled — for example, in shared workspaces or when the calendar is visible on a screen in a waiting area.
Where to find it
Open Settings → Scheduler → Appointment Types → [appointment type] → Overview → Scheduler card display.
How much of the name to show
Client name offers seven levels of disclosure:
Setting | Shows |
Full name | Ashley Smith |
First name | Ashley |
First name + last initial | Ashley S. |
Initials | A.S. |
Last name | Smith |
Client number | 10428 |
Hidden | nothing |
Centers with a front-desk screen that visitors can see usually choose First name + last initial or Initials: enough for staff to tell appointments apart, not enough for a passer-by to identify anyone.
The panel previews a sample card as you change the setting, so you can see the disclosure level before saving.
The rest of the card
The same panel controls everything else on the card:
Appointment type and Time — checkboxes. Turn either off if the card is too crowded.
Main field — which line is emphasized at the top of the card: the client name, the appointment type, or your first optional field.
Optional fields — up to five, shown in the order you select them. A field with no value hides itself instead of leaving a blank line.
Optional fields you can add
From the appointment: Status, Location, Resource, Booked from, Referral source, Reschedule reason, Cancellation reason.
From the client: Date of birth, Age, Gender, Primary language, Preferred contact, Phone, Email.
From your booking questions: any question on the booking form attached to that appointment type.
Adding Phone is a common choice, so staff can reach someone without opening the record.
Important notes
This setting is per appointment type. If your center offers multiple services, adjust each type separately. A center can show full names on one type and initials on another.
Setting the client name field to Hidden does not remove the appointment from the calendar. The time block still appears; only the name is hidden.
Staff with access to the full client record can still open the appointment or visit to see who is scheduled. This setting only controls what appears on the calendar card at a glance.
Card fields are structured data pulled from the appointment, the client, or your booking questions. There is no freeform text field to type onto a card. See The Scheduler Is Client-Centric for why.