Managing Sessions

Once a session is on the calendar you can open it to make changes, cancel it if someone can't attend, or delete it if it was added by mistake. What you can do depends on your role and whether the session has been finalized.

Editing a Session

Click any session in any view and a form opens with all the session details. From there you can change the date, time, client, therapist, or department, then click Update Session to save.

There's also a Send Notification toggle in the form, so if you turn it on the client and therapist will receive an email letting them know about the change.

What form opens when I click a session?

Therapists and staff with full session access see the full Edit Session form, which includes everything from notes and goals to insurance details and session signing.

Frontdesk staff and anyone with calendar-only access see a simplified form that covers the scheduling basics like client, therapist, department, date, and time, which is enough for rescheduling and quick changes.

If a session belongs to a department you're not assigned to you can still open it and view the details, but the form will be read-only so you can't make changes.

Cancelling a Session

Cancelling is the right move when a client or therapist can't attend but you want to keep a record of the original appointment on the calendar.

How do I cancel a session?

1. Click the session to open it
2. Click Actions in the form, which is a dropdown near the top
3. Choose Mark as Client Not Available if the client can't attend, or Mark as Therapist Not Available if the therapist can't
4. Read the confirmation message that appears, then confirm and the session is marked as cancelled

The session stays on the calendar so there's a record of it, but it turns gray with diagonal stripes and becomes read-only, so no one can edit it after this point. A note is also automatically added explaining why it was cancelled.

Heads up, you can't cancel a session that's already been signed or already cancelled, which means the Actions dropdown won't appear for those sessions at all.

Deleting a Session

Deleting removes the session from the calendar permanently, so use this when a session was created by mistake rather than when someone simply can't attend.

How do I delete a session?

1. Click the session to open it
2. Click Actions in the form
3. Choose Delete Session
4. Read the confirmation message that says this cannot be undone, then confirm

The session is removed from the calendar and you're done. Keep in mind that some sessions can't be deleted, like ones that have already been billed, and signed or cancelled sessions won't show the Actions dropdown at all.

When Can I No Longer Edit a Session?

Once a session reaches what's called an end state it's locked and no changes are possible. There are three end states.

• Signed means a therapist finalized and signed off on the session.
• Client Not Available means the session was cancelled because the client couldn't attend.
• Therapist Not Available means the session was cancelled because the therapist couldn't attend.

For all three, the form shows a Close button instead of Update Session or Cancel, which is how you know the session is fully locked.

Common Questions