Understanding the Calendar

Basics

The Calendar is where your organization's therapy sessions live, so everything from booking new appointments to viewing your day at a glance happens right here.

What Is a Session?

A session is a therapy appointment, and every session on the calendar belongs to one client, one therapist, and one department like Occupational Therapy or Speech Therapy.

Each session shows you four things at a glance:

• Who the client is
• Which therapist is running it
• What department it belongs to
• When it starts and ends

What Do the Colors Mean?

Every department has its own color, so you can see at a glance which type of therapy a session is for. Blue might be one department, green another, and so on depending on how your organization is set up.

Cancelled sessions always appear in gray with a diagonal stripe pattern across them, regardless of which department they belong to, so they're easy to spot.

What Are Session Statuses?

Every session has a status that tells you where it stands.

• Scheduled means it's an upcoming or past appointment that can still be edited and updated.
• Signed means a therapist has finalized the session, so no further changes are allowed and it becomes read-only.
• Client Not Available means the session was cancelled because the client could not attend, so it stays on the calendar but cannot be changed.
• Therapist Not Available means the session was cancelled because the therapist could not attend, same as above, it stays visible but is locked.

Heads up, once a session is signed or cancelled it becomes permanent, which means no editing, no deleting, and no further cancelling.

What Do I See on Each Session Block?

When you look at the calendar, each session block shows you the client name, therapist name, start and end time, and department name. On smaller screens some of that text may shorten to fit, but you can always click a session to see the full details.

Choosing Your Calendar View

The calendar gives you five different ways to look at your schedule, so you can pick whichever one fits what you need to do right now. Use the view buttons in the top right corner to switch between them.

Day View

Day view shows one day at a time with time running vertically down the page, usually from around 7 AM to 6 PM, and time slots are spaced every 15 minutes so you can see exactly where sessions sit.

Use this when you want to look closely at a single day's schedule. You can also click any empty time slot to open the booking form with that time already filled in, which saves you from typing it manually.

Week View

Week view shows all seven days in a grid so you can see the full week at a glance, with the same 15-minute time slots running down each day's column.

Use this when you need a broader picture of the week. Like day view, you can click any empty time slot on any day to open the booking form with that day and time pre-filled.

Month View

Month view looks like a traditional wall calendar and shows the whole month at once.

Use this when you want a high-level monthly overview. One thing to know about month view is that you can't create a session by clicking an empty day, so use the Schedule Session button in the top right instead.

Agenda View

Agenda view lists your sessions day by day in order rather than on a grid, which makes it easier to read if you prefer a list format. Each day shows the date, day of the week, and all its sessions underneath.

Use this when you'd rather scan a list than a calendar grid. Like month view, you create new sessions using the Schedule Session button rather than clicking empty space.

Therapist View

Therapist view shows one day at a time but gives each therapist their own column side by side, so you can see every therapist's schedule in parallel.

Use this when you want to see what your therapists are doing on a given day, or when you need to find a free slot for a specific therapist. You can search for a therapist by name using the search box at the top, and if there are many therapists the view scrolls sideways with a scrollbar at the bottom. Clicking an empty slot in any therapist's column opens the booking form with that therapist and time already filled in.

Navigating and Searching

Getting around the calendar and finding the right sessions is quick once you know where to look.

Moving Around the Calendar

The navigation controls sit at the top of the calendar and work the same way across all views.

• Today jumps you back to today's date no matter where you've scrolled to.
• Previous and Next arrows move you backward or forward by one day, week, or month depending on which view you're in.
• The date range text in the middle shows you what period you're currently looking at, like "January 2025" in month view or "Jan 15, 2025" in day view.
• The event count shows how many sessions are visible in the current view, like "12 events", so you always know how busy that period is.

Searching for a Session

The search box sits in the calendar header near the view buttons. Type a name or department and the calendar narrows down to show only matching sessions.

What can I search for?

In Day, Week, Month, and Agenda views you can search by client name, therapist name, or department name. The search applies to whatever date range you're currently viewing, so if you're in month view it searches that month.

In Therapist view the search box is specifically for finding therapists by name, which is useful when there are many therapists and you need to jump to a specific column.

How do I clear a search?

Click the X in the search box and the calendar goes back to showing all sessions in the current view.

Common Questions