Who's available at a specific time?

Therapist View is the best way to see your whole team's day at once, so you can spot who's free, who's booked up, and where there's room to fit in a new session.

What You're Looking At

When you switch to Therapist View, the calendar shows one day laid out as a grid where each therapist gets their own column. Their sessions appear as colored blocks down that column, and any gaps between those blocks are times they're free.

Think of it as a side-by-side comparison of everyone's day. Instead of checking one therapist at a time, you see the whole picture in one view, which makes it much faster to answer the question "who's free at 2pm?"

When to Use Therapist View

Therapist View is the right choice when you're scheduling a new session and need to find the right therapist for a specific time, not the other way around. If a client calls and asks for a 10am Thursday slot, you can pull up Therapist View for Thursday and immediately see which therapists have that window open.

It's also useful at the start of the day to get a quick read on how your team's schedule is looking, or to check whether a particular therapist has capacity before committing to a new appointment.

How to Switch to Therapist View

1. Go to the Calendar from the main menu
2. Click the Therapist button in the view options at the top-right of the calendar and the view switches straight away
3. Check the date shown at the top and use the previous and next arrows to move to the day you want to look at

You're now looking at your team's full day side by side.

Finding a Specific Therapist

If your organization has a lot of therapists, their columns extend across the screen and you can scroll sideways using the scrollbar at the bottom to see more. To jump straight to a specific person rather than scrolling through, use the search box at the top of the calendar.

1. Click the search box at the top of the calendar, which shows the placeholder text "Search therapists..."
2. Type the therapist's name and their column moves to the front so you can find them straight away
3. Clear the search by clicking the X in the search box to bring all therapists back into view

Booking a Session Directly from Therapist View

Once you've found a free slot, you can book straight from it without going back to fill in the therapist manually.

Let's Book from a Free Slot

1. Find the therapist column for the person you want to book
2. Click the empty time slot at the time you want and the new session form opens with that therapist, date, and time already filled in
3. Add the client and department along with any other details
4. Click Schedule Session and you're all set!

The new session appears in the therapist's column straight away so you can see it sitting alongside their other bookings for the day.

What the Colors Tell You

Each department has its own color, so as you scan across the therapist columns you can see not just when someone is busy but what kind of session they're in. A therapist with back-to-back blocks in the same color is running a full day in one department, while a mix of colors tells you they're covering multiple services.

Cancelled sessions appear in gray with diagonal stripes in Therapist View the same as anywhere else in the calendar, so they're easy to spot and you know that slot has come back as available.

Common Questions