# Metanoa Documentation (Framework Mode): EIP
URL: /docs/eip
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/eip.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What is the Early Intervention Program (EIP) App? [#what-is-the-early-intervention-program-eip-app]
Working with families of young children who need early intervention services? The Early Intervention Program App is designed specifically for clinics that provide comprehensive developmental support to children from birth to age 3. This App gives you specialized tools for team-based care, family-centered planning, and developmental tracking.
Let's understand how the EIP App works [#lets-understand-how-the-eip-app-works]
Here's what makes the EIP App different from standard therapy workflows.
Early intervention is unique because it involves multiple providers working together with families to support a child's development. The EIP App is built around this collaborative approach, so your Service Coordinators, therapists, and specialists can all contribute to each child's care while staying aligned on goals and progress.
**What this means for your EIP team:**
* Service Coordinators can see the complete picture across all providers working with a family
* Multiple therapists can collaborate on the same child's care with shared access to goals and progress
* Developmental screening tools are integrated right into your workflow
* Family-centered documentation keeps everyone focused on both child outcomes and family priorities
**Good to Know**
* The EIP App is enabled at the organization level when you sign up, so if your clinic provides early intervention services, you'll have access to these tools from day one
* EIP works as a department type, so you'll set it up just like you would for OT or Speech Therapy
* Children can be enrolled in both EIP and other therapy departments if they receive multiple types of services
* All EIP documentation is designed to meet typical state and federal reporting requirements for early intervention programs
**Related Topics**
* What are Apps in Metanoa?
* How do I add an EIP department?
* How do I add EIP team members?
* How do I generate progress reports for EIP?
**Common Questions**
* **Do I need the EIP App if we only do traditional therapy?** Nope! The EIP App is specifically for clinics that provide early intervention services. If your clinic focuses on traditional therapy like OT, Speech, or ABA, you won't need this App.
* **Can we use the EIP App for children over age 3?** The EIP App is optimized for birth to age 3 since that aligns with most Early Intervention program requirements. For older children, you'd use the standard therapy departments like OT or Speech.
* **How do I get the EIP App enabled for my clinic?** If your clinic provides early intervention services and you don't see the EIP option when setting up departments, contact Metanoa support and they'll enable it for you.
***
How do I set up EIP for my clinic? [#how-do-i-set-up-eip-for-my-clinic]
Ready to start using Metanoa for your early intervention services? Setting up EIP is just like adding any other department, with a few special features that make team-based care easier. Once it's set up, your Service Coordinators and providers can start working with families right away.
Let's set up your EIP department [#lets-set-up-your-eip-department]
Here's how to get Early Intervention Program running in your clinic.
1. **Make sure you're viewing the right Branch** by checking the Branch name in the top right corner
2. **Go to Settings** from the main menu
3. **Click on "Departments"** to see your current departments
4. **Click "Add Department"** to create a new one
5. **Choose "Early Intervention Program"** from the department type options
6. **Give it a name** like "EIP Services" or "Early Intervention"
7. **Click "Save"** and your EIP department is ready to go
Now you can assign Service Coordinators and providers to this department and start enrolling families.
**Good to Know**
* Each Branch needs its own EIP department if you provide early intervention at multiple locations
* You'll need to add team members to the EIP department before they can work with EIP families
* Service Coordinators should be assigned to the EIP department so they can coordinate services across all providers
* The EIP department works independently from your other therapy departments, which helps keep early intervention workflows organized
**Related Topics**
* How do I add Departments?
* How do I add team members?
*
* [Practice, Branch and more](https://www.notion.so/docs/absolute-basics/practice-branch-and-more)
**Common Questions**
* **Can the same person work in both EIP and therapy departments?** Absolutely! Just assign them to both the EIP department and any therapy departments where they provide services.
* **Do we need separate therapists for EIP or can our regular therapists work with EIP kids too?** Your existing therapists can absolutely work in the EIP department. Just add them to the EIP department in addition to their regular therapy departments.
* **How is EIP different from adding a child as a regular therapy client?** EIP has specialized features for team coordination, developmental screening, and family-centered planning that align with early intervention requirements. Regular therapy departments are designed for traditional one-on-one therapeutic services.
***
How does team coordination work in EIP? [#how-does-team-coordination-work-in-eip]
Got multiple providers working with the same family? EIP makes team coordination simple by giving everyone involved access to shared goals, progress updates, and family plans. Service Coordinators can see the whole picture, while therapists focus on their specific interventions.
Let's understand EIP team coordination [#lets-understand-eip-team-coordination]
Here's how team collaboration works in the EIP App.
When you assign multiple team members to an EIP client, everyone gets access to the child's profile, goals, and progress. This means your Speech therapist can see what your OT is working on, and your Service Coordinator can track how all the pieces fit together. Updates made by any team member are visible to everyone else working with that family, which keeps the whole team aligned without endless email threads or meetings.
**How team access works:**
* All providers assigned to an EIP client can view and update that child's goals and progress
* Service Coordinators see all families enrolled in EIP across all providers
* Progress notes from different providers appear together in the child's profile
* Family meetings and IFSP reviews can pull information from all team members automatically
**Good to Know**
* You control who works with each family by assigning team members when you enroll the child
* Team members only see EIP families they're actively working with, not every child in the EIP department
* Service Coordinators get broader access so they can fulfill their coordination responsibilities across all families
* Changes made by one team member appear in real-time for everyone else working with that family
**Related Topics**
* [Add your team](https://www.notion.so/docs/how-to-get-started/add-your-team)
* [Roles & Permissions](https://www.notion.so/docs/roles-and-permissions)
* [Progress Reports](https://www.notion.so/docs/core-therapy/progress-reports)
* [Staff Management](https://www.notion.so/docs/clinic-administration/staff)
**Common Questions**
* **Can I limit what one provider sees about another provider's work?** Right now, all providers assigned to an EIP client can see each other's goals and progress notes. This transparency is designed to support the collaborative nature of early intervention.
* **How do Service Coordinators access all the families in our program?** Service Coordinators are assigned at the department level, which gives them visibility across all EIP families so they can coordinate services effectively.
* **What if we want to add a consultant or outside provider temporarily?** You can add them as a team member and assign them only to the specific EIP families they're consulting on. When their involvement ends, you can remove their access to those families.
# Metanoa Documentation (Framework Mode): Goals
URL: /docs/goals
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/goals.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Welcome to Metanoa
URL: /docs
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/index.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa is clinic management software built for therapy centers serving children with developmental needs. Everything your clinic needs, from client intake to session notes, is in one place.
**Find what you need based on your role**
* **Clinic Owner** Set up your organization, manage branches, control billing, and give your team the right access to do their work.
* **Clinic Admin** Add and manage staff, organize departments, handle scheduling, and keep day-to-day operations running smoothly.
* **Therapist** View your assigned clients, document session notes, track progress, and access AI-powered therapy suggestions.
**Not sure where to start?**
* **New to Metanoa?** Start with setting up your organization and adding your first branch
* **Adding your team?** Learn how roles and departments work before inviting staff
* **Just joined a clinic?** Learn how to log in and set up your profile
# Metanoa Documentation (Framework Mode): Reports
URL: /docs/reports
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Sessions
URL: /docs/sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): AI in Metanoa
URL: /docs/ai-features/ai-in-metanoa
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/ai-in-metanoa.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa has AI built directly into the tools you already use every day, so there's nothing extra to learn and no separate tool to open. It's there when you need it, in the right place at the right time.
What Can AI Help With? [#what-can-ai-help-with]
AI in Metanoa is designed to save therapists time on documentation. Writing clinical notes, structuring session plans, summarising goal progress, generating assessment reports, and even typing by speaking are all things the AI can assist with.
**Where does AI show up?**
You'll find AI where documentation happens. Look for the sparkle icon or buttons labelled `Generate` in the following places:
* Session notes, when writing or editing a session
* Session plans, after you've selected goals for a session
* Assessment forms, when you open a completed assessment
* Goals, in the goal summary section
* Voice input, in most text fields across Metanoa
What AI Does and Doesn't Do [#what-ai-does-and-doesnt-do]
**What AI does well?**
It takes the information you've already entered and turns it into structured, well-written content. A few rough notes become a SOAP note. A list of goals becomes a session plan. A completed assessment form becomes a clinical report. It saves you from staring at a blank page.
**What AI doesn't do?**
It doesn't know your client. It works from what you give it, so the output is only as good as the input. Always read what it generates and edit anything that doesn't reflect the full picture. AI output in Metanoa is a starting point, not a finished document.
Heads up, AI features require your organization to have the necessary API access configured. If you don't see AI buttons where you'd expect them, check with your Admin.
A Note on Clinical Judgment [#a-note-on-clinical-judgment]
AI in Metanoa assists with documentation. It doesn't make clinical decisions, recommendations, or diagnoses. Everything it generates should be reviewed by the therapist before saving or sharing. Your professional judgment always comes first.
Common Questions [#common-questions]
**Do I have to use AI features?**
No. All AI features are optional. You can write session notes, session plans, and goal summaries entirely by hand if you prefer. The AI buttons are there when you want them and out of the way when you don't.
**Will AI features save what I write automatically?**
Each feature behaves slightly differently, but as a general rule, AI generates content into the field you're working in and you save it as part of your normal workflow. Nothing is saved behind the scenes without you confirming it.
**Who can use AI features?**
Any staff member with permission to edit the relevant content can use the AI features within it. There's no separate AI permission to request.
# Metanoa Documentation (Framework Mode): Assessment Reports
URL: /docs/ai-features/assessment-reports
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/assessment-reports.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Once a client has completed an assessment, Metanoa can turn the answers into a structured clinical report for you. Instead of manually writing up findings from a form, the AI reads through the responses and produces a well-organised report you can review, edit, and save.
How Does It Work? [#how-does-it-work]
When you open a completed assessment submission, a `Generate Report` button appears. The AI reads all the questions and responses from the form and uses them to write a structured assessment report. The content comes entirely from the form answers, so the report reflects what the client or caregiver actually submitted.
How Do I Generate an Assessment Report? [#how-do-i-generate-an-assessment-report]
The `Generate Report` button is available in the assessment modal when you're viewing an existing, saved submission. It won't appear on a form that hasn't been saved yet.
**Let's Generate an Assessment Report**
1. **Go to the client's profile** and open their Assessments section
2. **Click on the completed assessment** you want to generate a report for
3. **Make sure the form is saved** as the report generates from the saved responses
4. **Click "Generate Report"** in the assessment modal
5. **Wait a moment** while the AI processes the form responses
6. **Review the report** and make any edits before saving or sharing
And you're all set! The generated report is ready to review in the modal.
What Makes a Good Assessment Report? [#what-makes-a-good-assessment-report]
The quality of the report depends on the quality of the form responses. Detailed, specific answers give the AI more to work with and result in a more useful report. Short or vague answers will produce a thinner report, so it's worth encouraging thorough responses when the assessment is being completed.
Common Questions [#common-questions]
**Can I generate a report for a partially completed assessment?**
The form needs to be saved before you can generate a report. A partially completed form will generate a report based on whatever has been answered so far, but a complete form will always produce better output.
**Can I edit the generated report?**
Yes. The report appears in the assessment modal where you can review and adjust it before saving or sharing.
**The Generate Report button isn't showing on the assessment. Why?**
The button only appears on existing, saved submissions. If you're looking at a form that hasn't been submitted yet, save it first and then reopen it to find the button. If it's still not there, check with your Admin as AI access may need to be configured for your organization.
**Will generating a report overwrite anything I've already written?**
The report generates into the report area of the assessment modal. It won't affect the original form responses.
# Metanoa Documentation (Framework Mode): Goal Summaries
URL: /docs/ai-features/goal-summaries
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/goal-summaries.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A goal summary is a short, written overview of how a client is progressing toward a specific goal. Metanoa can generate this summary automatically from the goal's review history, saving you from having to write it up manually each time.
What Goes Into a Goal Summary? [#what-goes-into-a-goal-summary]
The AI looks at all the reviews recorded for a goal, including baseline scores, target scores, actual scores over time, and any notes added during reviews. It pulls this together into a coherent narrative that describes where the client started, where they are now, and the direction they're heading.
How Do I Generate a Goal Summary? [#how-do-i-generate-a-goal-summary]
You'll find the `Generate Summary` button in the Goal Summary section when you open the Edit Goal modal.
**Let's Generate a Goal Summary**
1. **Go to the client's Goals section** in their profile
2. **Click on the goal** you want to summarise to open it
3. **Find the Goal Summary section** inside the Edit Goal modal
4. **Click "Generate Summary"** using the AI button
5. **Review the summary** and edit it to add any context the AI wouldn't have known
6. **Save the goal** and the summary is stored on the goal record
And you're all set! The summary will show up in the goal detail view going forward.
Summaries Stay Up to Date Automatically [#summaries-stay-up-to-date-automatically]
You don't always need to regenerate a summary manually. When a new review is added to a goal or an existing review is deleted, Metanoa automatically updates the goal summary in the background. This means the summary stays current without you having to remember to refresh it.
If you want to regenerate it manually at any point, the `Generate Summary` button is always there in the Edit Goal modal.
Adding Your Own Context [#adding-your-own-context]
The AI writes the summary from the numbers and notes in the review history, but you know the client better than any data does. After generating, read through the summary and add anything the data doesn't capture, like how the client feels about their progress, external factors affecting performance, or qualitative observations from sessions.
Common Questions [#common-questions]
**Does the goal need reviews before I can generate a summary?**
The AI works best when there's review data to draw from. A goal with several reviews will produce a much more meaningful summary than a brand new goal with no history. You can still generate on a new goal but the output will be limited to the baseline and target information.
**Can I edit the summary after it's generated?**
Yes. The summary appears in the Goal Summary section of the Edit Goal modal where you can change anything you like before saving.
**Will the auto-update overwrite edits I've made to the summary?**
Heads up, yes it can. When a new review is added, the summary is regenerated automatically, which will replace any manual edits. If you've added important context to a summary that you want to keep, bear this in mind when adding new reviews.
**Where does the goal summary show up for others to see?**
The summary is visible in the goal detail view within the client's profile, so anyone with access to that client's goals can see it.
# Metanoa Documentation (Framework Mode): Session Notes with AI
URL: /docs/ai-features/session-notes-with-ai
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/session-notes-with-ai.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
After a session, Metanoa can take the notes you've written and restructure them into a professional clinical format for you. This saves you time and keeps your documentation consistent across your team.
What Formats Can AI Generate? [#what-formats-can-ai-generate]
There are two formats to choose from depending on what you need.
**SOAP Notes** follow the standard clinical documentation format, covering Subjective, Objective, Assessment, and Plan sections. This is the format most therapists use for session-by-session clinical records.
**Progress Reports** are written in a more narrative style, suitable for sharing updates with parents, caregivers, or other stakeholders who may not be familiar with clinical formats.
Both use your session notes as the source, so the content comes from what you've already written. The AI restructures and refines it, it doesn't invent anything.
How Do I Generate a Session Note? [#how-do-i-generate-a-session-note]
You'll find the Report Generator in the Session Notes field when you add or edit a session. Look for the dropdown button next to the Session Notes heading.
**Let's Generate a Session Note**
1. **Open a session** by adding a new one from the calendar or editing an existing one
2. **Write your session notes** in the Session Notes field, covering what happened during the session
3. **Click the Report Generator dropdown** next to the Session Notes heading
4. **Select the format** you want, either SOAP Notes or Progress Report
5. **Click Generate** and the AI will process your notes
6. **Review the output** and edit anything that needs adjusting before saving
And you're all set! The generated content replaces what was in the Session Notes field, so make sure you're happy with your original notes before generating if you want to keep them.
Getting Better Results [#getting-better-results]
The AI works from what you write, so more detail in your notes leads to better output. You don't need to write in any particular format beforehand, just capture what happened clearly and the AI will handle the structure.
A few rough sentences are enough to get started. Full paragraphs give it more to work with and tend to produce more accurate and useful output.
Common Questions [#common-questions]
**Can I edit the generated note after it's created?**
Yes, and you should. The generated output goes straight into the Session Notes editor where you can change, add, or remove anything. Treat it as a strong first draft.
**What happens to my original notes when I generate?**
The generated content replaces what was in the field, so if you want to keep your original notes separately, copy them before clicking Generate.
**Can I generate both formats for the same session?**
You can generate one format, review it, and then generate again with the other format selected. The second generation will replace the first, so save or copy the first one if you want both.
**The Generate button isn't showing up. What's wrong?**
The Session Notes field needs to have some content before the button becomes active. If you've typed notes and still don't see the option, check with your Admin as AI access may need to be configured for your organization.
# Metanoa Documentation (Framework Mode): Session Plan from Goals
URL: /docs/ai-features/session-plan-from-goals
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/session-plan-from-goals.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
When you've selected goals for a session, Metanoa can generate a structured therapy session plan for you based on those goals. Instead of writing the plan from scratch, the AI gives you a ready-to-use starting point that's already aligned to what you're working on with the client.
What Does a Generated Session Plan Include? [#what-does-a-generated-session-plan-include]
The AI uses the goals you've selected, the department, and the session duration to create a plan with suggested activities and objectives tailored to that session. It's a practical outline you can follow, adapt, or build on.
How Do I Generate a Session Plan? [#how-do-i-generate-a-session-plan]
The `Generate Plan from Goals` button appears in the session form once you've selected at least one goal. You'll find it when adding a new session or editing an existing one.
**Let's Generate a Session Plan**
1. **Open a session** from the calendar, either a new one or an existing one you're editing
2. **Select the goals** for this session from the goals section of the session form
3. **Set the session start and end time** so the AI knows how long the session is
4. **Click "Generate Plan from Goals"** and the AI will create a plan based on your selections
5. **Review the plan** in the Session Description field and edit as needed
And you're all set! The generated plan sits in the Session Description field ready for your review.
Tips for Better Plans [#tips-for-better-plans]
The more goals you select, the more content the AI has to work with. If you're running a session focused on one specific goal, select that goal and the plan will be tightly focused on it. For broader sessions covering multiple areas, select all the relevant goals and the AI will weave them together.
Setting the session time accurately also helps, since a 30-minute session plan looks quite different from a 60-minute one.
Common Questions [#common-questions]
**Can I still write a session description manually?**
Yes. The Generate button is optional. You can type your session description by hand as you normally would, or use the generated plan as a base and edit from there.
**The "Generate Plan from Goals" button isn't showing. Why?**
The button only appears once at least one goal is selected for the session. Select a goal first and the button will appear.
**What if the generated plan doesn't match what I had in mind?**
Edit it directly in the Session Description field. The AI gives you a starting point, so shape it to fit the session you're actually planning.
# Metanoa Documentation (Framework Mode): Using Your Voice to Type
URL: /docs/ai-features/using-your-voice-to-type
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/using-your-voice-to-type.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Instead of typing your notes by hand, you can speak them and Metanoa will transcribe what you say directly into the text field. This works in session notes, forms, and most other places in Metanoa where you enter text.
Where Can I Use Voice Input? [#where-can-i-use-voice-input]
The microphone button appears at the bottom of text editors and in some form fields across Metanoa. If you see a microphone icon in a field, voice input is available there. You can also press `Alt+M` on your keyboard when your cursor is in a supported field to start and stop recording without reaching for the mouse.
How Do I Use Voice Input? [#how-do-i-use-voice-input]
**Let's Transcribe Your Voice**
1. **Click into the text field** where you want your transcribed text to appear
2. **Click the microphone button** at the bottom of the editor, or press `Alt+M`
3. **Allow microphone access** if your browser asks for permission, this only happens the first time
4. **Speak clearly** into your microphone, covering what you want to write
5. **Click the microphone button again** to stop recording, or press `Alt+M`
6. **Wait a moment** while Metanoa transcribes your speech
7. **Review the transcribed text** and correct any words that didn't come through accurately
And you're done! The transcribed text is added to whatever was already in the field, so you can dictate in sections if that works better for you.
Tips for Better Transcription [#tips-for-better-transcription]
Speak at a natural pace rather than slowly or quickly, as the transcription works best with normal conversational speech. Background noise can affect accuracy, so a quieter environment will give you cleaner results. If you're using a laptop, an external microphone or headset will also produce better results than the built-in mic.
You can dictate in shorter bursts and review between each one rather than speaking for a long time in one go. This makes it easier to catch and correct any errors as you go.
Microphone Permissions [#microphone-permissions]
The first time you use voice input in your browser, it will ask for permission to access your microphone. Click `Allow` and you're good to go. If you accidentally clicked `Block`, you'll need to reset microphone permissions in your browser settings. In most browsers this is found by clicking the padlock icon in the address bar when you're on the Metanoa page.
Common Questions [#common-questions]
**Does voice input replace what I've already typed?**
No. Transcribed text is added at the end of whatever is already in the field, so your existing content stays untouched. You can use voice to add to notes you've already started typing.
**What languages does voice input support?**
Voice input works best with English. Accuracy in other languages may vary.
**The microphone button isn't appearing. What should I check?**
Voice input requires your organization to have the necessary configuration in place. If the microphone icon isn't showing up anywhere in Metanoa, check with your Admin.
**The transcription got some words wrong. Can I fix them?**
Yes. The transcribed text lands in the editor just like anything you'd type, so you can edit it freely. For specialist clinical terms or names that the transcription struggles with, it's worth doing a quick read-through and correcting before saving.
# Metanoa Documentation (Framework Mode): Completing an Assessment
URL: /docs/assessments/completing-an-assessment
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/completing-an-assessment.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
When it's time to fill in an assessment for a client, everything happens inside the assessment modal on their profile. You can save as you go, come back later to continue, and take as long as you need before signing.
Starting a New Assessment [#starting-a-new-assessment]
Available assessments appear as cards in the client's Assessments tab. Each card represents a form that's ready to be filled in for this client.
**Let's Start an Assessment**
1. **Open the client's profile** and go to their department tab
2. **Click the Assessments tab** within that department
3. **Find the assessment you want to complete** in the Available Assessments section
4. **Click the assessment card** to open the form
5. **Fill in the fields** working through the form at your own pace
6. **Click Save** when you're ready to save your progress
And you're done for now! Your answers are saved and you can come back to continue at any time.
Saving Your Progress [#saving-your-progress]
You can save an assessment as many times as you like before signing it. Each time you click `Save`, your current answers are stored and the assessment moves to the Completed Assessments table where you can find it again.
Saving does not lock the form. You can open it again, make changes, and save again as many times as you need.
Coming Back to an Assessment [#coming-back-to-an-assessment]
Once you've saved an assessment it moves out of Available Assessments and into the Completed Assessments table at the bottom of the page.
**Let's Continue a Saved Assessment**
1. **Open the client's Assessments tab** for the relevant department
2. **Scroll down to the Completed Assessments table**
3. **Find the assessment** by name or date
4. **Click the row** to reopen it
5. **Make your changes** and click `Save` again
Your updates are saved and the assessment stays editable until you sign it.
Before You Sign [#before-you-sign]
Signing an assessment locks it permanently. Once signed, no one can edit the form or the report, so make sure everything is accurate and complete before you sign. See Signing and Printing for the full signing workflow.
Common Questions [#common-questions]
It's best to avoid this. If two people have the same assessment open and both save, the last save will overwrite the other. Coordinate with your team to avoid working on the same submission simultaneously.
As long as the assessment hasn't been signed yet, you can open it again, correct the answers, and save. Signing is the point of no return, not saving.
Once you save an assessment for the first time it moves from Available Assessments to the Completed Assessments table. Scroll down on the Assessments tab and you'll find it there.
Some forms have required fields that must be filled before saving. The form will highlight the fields you've missed. Fill them in and try saving again. If a required field doesn't apply to this client, check with your Admin about whether the form can be updated.
# Metanoa Documentation (Framework Mode): Generating an Assessment Report
URL: /docs/assessments/generating-an-assessment-report
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/generating-an-assessment-report.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Once you've completed and saved an assessment, Metanoa can turn the form answers into a structured clinical report for you. This saves significant time compared to writing up findings manually and gives you a strong starting point you can edit before signing.
What the Report Contains [#what-the-report-contains]
The AI reads through all the questions and answers in the assessment and produces a written clinical narrative. The content comes entirely from what was entered in the form, so the report reflects the actual assessment data rather than anything invented.
Reports generated from assessments are suitable for clinical records, IEP documentation, referrals, and family updates depending on how you edit and use them.
Where the Generate Button Appears [#where-the-generate-button-appears]
The `Generate Report` button only appears when you're viewing an existing saved assessment submission. It won't appear on a brand new form you've just opened because there's nothing saved yet to generate from.
If you don't see the button, save the form first, then reopen it from the Completed Assessments table.
How to Generate a Report [#how-to-generate-a-report]
**Let's Generate an Assessment Report**
1. **Save the assessment** if you haven't already, by clicking `Save` in the form
2. **Close the form** and find it in the Completed Assessments table
3. **Click the assessment row** to reopen it
4. **Find the Report section** at the top of the assessment modal, above the form
5. **Click "Generate Report"** and wait while the AI processes the form data
6. **Read through the report** carefully and edit anything that needs adjusting
7. **Save the assessment** to store the report alongside the form answers
And you're all set! The report is saved with the assessment and ready to print or share.
Getting a Good Report [#getting-a-good-report]
The quality of the report depends directly on how thoroughly the form was filled in. Forms with detailed, specific answers produce detailed, useful reports. Forms with very short or vague answers will produce thinner output.
The AI needs at least a meaningful amount of completed fields to generate a report. If the form is mostly empty or answers are placeholder text, you'll see a message saying there isn't enough data to generate from. The fix is to go back into the form, add more complete answers, save, and try generating again.
Editing the Report [#editing-the-report]
After generating, the report appears in an editor where you can change anything you like. Add clinical context the form didn't capture, adjust the language, remove sections that don't apply, or expand on areas that need more detail. The AI gives you a strong first draft, and your professional judgment shapes the final version.
The report isn't saved until you click `Save` on the assessment, so always save after editing.
Signing Locks the Report Too [#signing-locks-the-report-too]
Once you sign the assessment, the report is locked along with the form answers. Make sure the report is exactly how you want it before signing. See Signing and Printing for the full signing workflow.
For more on how AI works across Metanoa, see the AI Features section.
Common Questions [#common-questions]
Yes. The report section is a text editor and you can type into it directly. The `Generate Report` button gives you a starting point but you're not required to use it. You can write the report entirely by hand if you prefer.
Make sure the assessment has been saved at least once. The button only appears on existing saved submissions. If you've saved and still don't see it, check with your Admin as AI features may need to be configured for your organization.
Yes. You can click `Generate Report` again and a new report will be produced, replacing the previous one. If you've made manual edits you want to keep, copy them before regenerating.
It means the form doesn't have enough completed answers for the AI to produce a meaningful report. Go back into the form, fill in more fields with real clinical responses, save, and try generating again.
No. Generating a report only populates the report section. Your form answers stay exactly as you entered them.
# Metanoa Documentation (Framework Mode): How Assessments Work
URL: /docs/assessments/how-assessments-work
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/how-assessments-work.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Assessments are structured forms used to collect clinical information about a client. They live inside each department on a client's profile, so everything is organised by the type of therapy the client is receiving.
What Is an Assessment? [#what-is-an-assessment]
Think of an assessment as a clinical questionnaire that your organization has set up for a specific purpose, like tracking development, measuring progress, or gathering intake information. Each assessment is a form with questions, rating scales, and text fields that a therapist fills in with or about the client.
Assessments are separate from session notes. Session notes capture what happened in a session, while assessments capture structured clinical data at a point in time.
Where Do Assessments Live? [#where-do-assessments-live]
Assessments are found inside a client's profile, organised by department. To find them, open a client's profile, go to their department tab (for example, Occupational Therapy or Speech and Language Therapy), and then click the Assessments tab within that department.
Each department has its own set of assessments, so an OT assessment won't appear under Speech and Language Therapy and vice versa. This keeps each department's clinical data clean and separate.
There is also a separate Onboarding tab under the client's Progress section, which is where intake forms like Case History appear. These are not department-specific and are used across the whole client record.
Available vs Completed Assessments [#available-vs-completed-assessments]
When you open a client's Assessments tab you'll see two things.
**Available Assessments** are forms that have been set up for this department but haven't been filled in for this client yet. They appear as cards you can click to start filling in.
**Completed Assessments** are forms that have already been submitted for this client. They appear in a table showing the form name, the date it was completed, and whether it has been signed. Click any row to open and review it.
Where Do the Forms Come From? [#where-do-the-forms-come-from]
The assessments you see on a client's profile come from your organization's Library. Each department has its own library of forms, and whatever forms have been published there will appear as available assessments for clients in that department.
If you're not seeing any assessments for a department, or if you need a new form added, that's a Library and setup question rather than a client question. See Setting Up Assessments for a Department for more on this, or visit the Library section for the full guide to building and managing forms.
Common Questions [#common-questions]
Yes. Available assessments appear for every client in that department, and each client gets their own separate submission so the data never mixes.
Yes, if a client is enrolled in more than one department, each department's Assessments tab is independent and shows only that department's forms.
This usually means no forms have been set up in the Library for that department yet. Ask your Admin to check the department's Library and publish the relevant forms.
# Metanoa Documentation (Framework Mode): Setting Up Assessments for a Department
URL: /docs/assessments/setting-up-assessments-for-a-department
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/setting-up-assessments-for-a-department.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
This page is for Admins and department leads. If you're a therapist looking to fill in an assessment, head to Completing an Assessment instead.
Assessments don't appear on client profiles automatically. They come from forms that have been built and published in your organization's Library. Each department has its own library, and whatever is published there is what therapists see when they open a client's Assessments tab.
Why a Department Might Show No Assessments [#why-a-department-might-show-no-assessments]
If therapists open a client's Assessments tab for a department and see no forms, it means one of two things. Either no forms have been added to that department's library yet, or the forms that exist haven't been published. Either way, the fix happens in the Library.
How Department Libraries Connect to Assessments [#how-department-libraries-connect-to-assessments]
Every department in Metanoa has its own dedicated library of forms. When you publish a form in a department's library, it immediately becomes available as an assessment for every client in that department. Unpublish it or deactivate it and it disappears from the available assessments list.
This means the Library is the single place where you control what assessments exist for a department. There's no separate step to assign forms to clients, the connection is automatic once a form is published.
How to Get Assessments Showing for a Department [#how-to-get-assessments-showing-for-a-department]
If a department has no assessments set up, you'll need to go to the Library and either create new forms or publish existing ones for that department's workspace.
**Let's Get Assessments Showing**
1. **Click Library** in the left sidebar to open the Library
2. **Find the workspace for the department** you want to set up, each department has its own workspace named after it
3. **Check if forms already exist** in that workspace by browsing the forms list
4. **Create a new form** if none exist, or open an existing one that needs to be published
5. **Publish the form** using the Publish button in the form builder
6. **Go back to a client's profile** in that department and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form will now appear for every client enrolled in that department.
For full guidance on building forms, adding elements, and managing your Library, see the Library and Form Builder section.
What About Onboarding Forms? [#what-about-onboarding-forms]
Onboarding forms like Case History are separate from department assessments. They live in the Onboarding workspace in the Library and appear under a client's Progress tab rather than inside a specific department. The setup process is the same, publish a form in the Onboarding workspace and it appears for all clients.
Common Questions [#common-questions]
Not directly. Each department has its own library workspace, so a form built in the OT workspace only appears for OT clients. If you need a similar form in another department, you'll need to create it in that department's workspace too.
Completed submissions stay on the client's profile and can still be viewed and printed. Unpublishing just stops the form from appearing as a new available assessment going forward.
Staff with Library edit permissions, which is typically Admins and department leads. If you can't see the Library in the sidebar, ask your Admin to check your permissions.
# Metanoa Documentation (Framework Mode): Signing and Printing
URL: /docs/assessments/signing-and-printing
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/signing-and-printing.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Signing finalises an assessment and creates a permanent clinical record. Printing lets you generate a PDF of either the filled form or the written report. Both are available from inside the assessment modal.
What Signing Means [#what-signing-means]
When you sign an assessment, you are confirming that the information is accurate and complete. Signing locks the entire assessment, including all form answers and any report content, so that nothing can be changed afterwards.
Heads up, signing is permanent. There is no way to unlock or edit a signed assessment, so take the time to review everything carefully before you confirm.
How to Sign an Assessment [#how-to-sign-an-assessment]
You can only sign an assessment that has been saved at least once. The signature option won't appear on a form you've just opened for the first time without saving.
**Let's Sign an Assessment**
1. **Open the completed assessment** from the Completed Assessments table on the client's profile
2. **Review all the form answers** and make any final edits while you still can
3. **Review the report** if one has been generated, and edit it if needed
4. **Add your signature** in the signature field
5. **Click Save** and a confirmation dialog will appear asking you to confirm the signing
6. **Confirm** and the assessment is signed and locked
The assessment now shows as Signed in the Completed Assessments table and no further edits are possible.
What Happens After Signing [#what-happens-after-signing]
Once signed, the assessment becomes a read-only record. You can still open it to view it, print it, and share it, but the content is fixed. It will show a Signed status in the assessments table so your team knows it's finalised.
If you spot an error after signing, you'll need to discuss the situation with your Admin as there is no self-serve way to unlock a signed assessment.
Printing an Assessment [#printing-an-assessment]
There are two separate print options inside the assessment modal, one for the form and one for the report.
**Print Form** generates a PDF of the filled assessment form, showing all the questions and the answers given. Use this when you need a record of the raw assessment data.
**Print Report** generates a PDF of the written report, whether that was AI-generated or typed manually. Use this when you need a clinical narrative suitable for sharing with families, other professionals, or for inclusion in referral documents.
Both options are available regardless of whether the assessment has been signed or not.
Common Questions [#common-questions]
Yes. You can print the form or the report at any point, signed or unsigned. Signing doesn't affect your ability to print.
There's no way to edit a signed assessment. Speak with your Admin about the best way to handle the correction, which may involve creating a new assessment submission with the corrected information.
The assessment needs to be saved at least once before the signature option appears. Save the form first and then reopen it.
The Print Report option is only useful if there's report content to print. If no report has been written or generated yet, the printed output will be blank or minimal. Generate or write a report first before printing it.
# Metanoa Documentation (Framework Mode): Billing Analytics
URL: /docs/billing-payments/billing-analytics
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/billing-analytics.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The main Billing page gives Admins and staff with branch-level responsibility a full picture of your organization's financial activity. You'll find it by clicking Billing in the left sidebar. It has three tabs: Analytics, Payments, and Rate Plans.
Analytics Tab [#analytics-tab]
The Analytics tab is a dashboard of revenue and client journey metrics for your organization. The cards are draggable so you can arrange them however works best for you.
**Monthly Revenue** shows a bar chart of revenue by month for the year you select. Use the year picker on the card to look at previous years.
**Department Revenue** shows revenue broken down by department for the current month, so you can see which therapy areas are generating the most income.
**Client Journey Funnel** shows how clients are moving through your organization's pipeline, from leads through to active and completed. Use the month and year picker to look at different periods.
Payments Tab [#payments-tab]
The Payments tab has two cards: Session Payments and Organisation Wallet.
**Session Payments** shows every session payment across your organization in one table. You can search by client name or therapist, filter by date range, and page through results. The default view shows the last 7 days, so widen the date range if you need to see older payments. Click any row to open the Session Details dialog and review or charge that payment.
**Organisation Wallet** shows wallet transactions from all clients in one view. You can see the total balance across all client wallets at the top, then browse individual transactions below. Use "Go to profile" on any transaction row to jump directly to that client's Billing tab.
Rate Plans Tab [#rate-plans-tab]
The Rate Plans tab is where you manage your organization's pricing. See the Rate Plans page for full details on creating, editing, and managing plans.
Customising Which Cards You See [#customising-which-cards-you-see]
If you want to hide cards you don't use, click the settings icon in the top right of the Billing page header. You'll see a list of all available cards with toggles to show or hide each one. Your preferences are saved in your browser so the layout stays the way you set it.
**Common Questions**
Billing being visible in the sidebar and having permission to view its contents are two separate things. Ask your Admin to check your billing role permissions.
Check that you have the right date period selected on each card. If your organization is new to billing, there may not be any charged sessions yet, so the charts will be empty until payments start flowing through.
Only if they have billing permissions assigned to their role. Most therapist roles won't have access to the organization-wide Billing page, but they may be able to see billing on individual client profiles depending on how your roles are configured.
# Metanoa Documentation (Framework Mode): Client Wallet
URL: /docs/billing-payments/client-wallet
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/client-wallet.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Every client in Metanoa has a wallet that tracks their balance and the history of every transaction on their account. This page explains how the wallet works and how to add, edit, or remove transactions.
Understanding the Wallet Balance [#understanding-the-wallet-balance]
The available balance shown on a client's wallet is the sum of all completed incoming transactions minus all completed outgoing transactions. Think of it as the running total of what the client has paid versus what has been charged against their account.
Transactions that are still pending don't affect the balance yet. They only count once they're marked as completed.
Transaction Types [#transaction-types]
Metanoa supports four types of wallet transactions so you can record exactly what each movement of money represents.
**Session** is for payments tied to a specific therapy session. These are usually created automatically when a session is charged.
**Adjustment** is for manual corrections, so if you need to credit or debit a client's account for any reason outside of a session, this is the type to use.
**Refund** is for returning money to a client.
**Other** covers anything that doesn't fit the above categories.
Each transaction also has a direction. Incoming means money received from the client, and outgoing means money going back to them.
Transaction Statuses [#transaction-statuses]
**Pending** means the transaction has been recorded but hasn't been applied to the balance yet. Pending transactions can be edited or deleted.
**Completed** means the transaction has been applied to the balance and is final. Completed transactions cannot be deleted.
**Cancelled, Failed, and Refunded** are other end states that a transaction can reach depending on what happened.
How Do I Add a Transaction? [#how-do-i-add-a-transaction]
**Let's Add a Wallet Transaction**
1. **Open the client's Billing tab** by selecting the client from your Clients list
2. **Find the Client Wallet card** in their billing layout
3. **Click "Add Transaction"**
4. **Enter the amount** for the transaction
5. **Select the type** from session, adjustment, refund, or other
6. **Select the direction** as incoming or outgoing
7. **Add a comment** if you want to note what the transaction is for
8. **Set a pay-by date** if relevant
9. **Click Save** and the transaction appears in the list
And you're all set! If the transaction is completed it will update the client's available balance straight away.
Editing and Deleting Transactions [#editing-and-deleting-transactions]
You can edit or delete a transaction as long as it's still pending. Once a transaction reaches completed status it can no longer be deleted, so make sure the details are right before completing it.
To edit, find the transaction in the client's wallet list and open it. To delete, use the delete option on the same transaction row.
**Common Questions**
Yes. The main Billing page has an Organisation Wallet view under the Payments tab that shows transactions across all clients. You can search and filter there and click "Go to profile" on any row to jump straight to that client's Billing tab.
The balance only updates for completed transactions. If you added a transaction but left it as pending, it won't show in the available balance until it's completed.
Yes. Wallet transactions are independent from session payments, so you can add adjustments, refunds, or any other transaction type at any time regardless of what happened with the session payment.
A refund is specifically for returning money to a client. An adjustment is a more general correction, so you'd use it for credits, discounts, or any balance fix that isn't a formal refund.
# Metanoa Documentation (Framework Mode): Link rate plan to Client
URL: /docs/billing-payments/link-rate-plan-to-client
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/link-rate-plan-to-client.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
By default, every client uses your organization's default rate plan. If a client is on different pricing, you can link a specific rate plan to them so their sessions are always billed at the right rates.
How Do I Link a Rate Plan to a Client? [#how-do-i-link-a-rate-plan-to-a-client]
**Let's Link a Rate Plan**
1. **Go to the Clients list** and select the client
2. **Click the Billing tab** in their profile
3. **Find the Rate Plan card** at the top of their billing layout
4. **Click "Change"** to open the rate plan selector
5. **Select the rate plan** you want to assign to this client
6. **Save** and the client is now linked to that plan
And you're all set! Any session payments created for this client going forward will use the new rate plan.
How Do I Switch a Client Back to the Default Plan? [#how-do-i-switch-a-client-back-to-the-default-plan]
If a client no longer needs a custom rate plan, you can unlink them so they go back to using the default.
**Let's Unlink a Rate Plan**
1. **Go to the client's Billing tab**
2. **Click "Change"** in the Rate Plan card
3. **Choose the option to use the default plan** instead of selecting a specific one
4. **Save** and the client is back on the default rate plan
And you're done!
What the Rate Plan Card Shows You [#what-the-rate-plan-card-shows-you]
When you open a client's Billing tab, the Rate Plan card tells you which plan is currently active for that client. If they've been assigned a specific plan, you'll see that plan's name. If they haven't, you'll see the default plan being used.
**Common Questions**
No. Session payments that have already been created keep the amounts they were generated with. The new rate plan only applies to session payments created after the change.
Yes. You can assign any rate plan to as many clients as you need.
Your role may not have permission to edit billing. Ask your Admin to check your billing permissions.
# Metanoa Documentation (Framework Mode): Rate Plans
URL: /docs/billing-payments/rate-plans
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/rate-plans.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A rate plan is your organization's price list for therapy services. It defines what each session type costs so that when a session is signed, Metanoa knows exactly how much to bill. This page covers how to create and manage rate plans.
What's in a Rate Plan? [#whats-in-a-rate-plan]
Each rate plan has a name and a list of services. Every service in the plan represents one type of therapy session and includes the department it belongs to, the service name, a CPT code, the session duration, and the amount to charge.
You can have multiple rate plans, which is useful if different clients are on different pricing arrangements. One plan must always be marked as the default, and that's the plan used for any client who hasn't been assigned a specific one.
Creating a Rate Plan [#creating-a-rate-plan]
**Let's Create a New Rate Plan**
1. **Click Billing** in the left sidebar to open the main Billing page
2. **Go to the Rate Plans tab**
3. **Click "Add"** to open the new plan form
4. **Give the plan a name** that makes it easy to identify, like "Standard Rates" or "Subsidised Plan"
5. **Add each service** by filling in the department, service name, CPT code, duration, and amount
6. **Save the plan** and it will appear in your rate plans list
And you're all set! The plan is ready to be assigned to clients or set as your default.
Editing a Rate Plan [#editing-a-rate-plan]
You can edit a rate plan's name and update the amount for any service at any time. When you update a service amount, Metanoa records the change in the plan's history so you have an audit trail of what changed and when.
**Let's Update a Service Amount**
1. **Go to the Rate Plans tab** in the main Billing page
2. **Click the rate plan** you want to edit
3. **Find the service** whose amount you want to change
4. **Update the amount**
5. **Add a change reason** if you want to note why the amount changed
6. **Save** and the new amount takes effect for future session payments
Heads up, changing a rate plan's amounts doesn't affect session payments that have already been created. Only new session payments going forward will use the updated amounts.
Duplicating and Deleting Plans [#duplicating-and-deleting-plans]
If you want to create a plan that's similar to an existing one, use the duplicate option to copy it and then make your edits. This saves time compared to building a new plan from scratch.
You can delete a plan as long as it's not the current default. If you want to delete the default plan, you'll need to mark a different plan as the default first.
Setting a Default Plan [#setting-a-default-plan]
The default rate plan is the fallback for any client without a specific plan assigned. To change which plan is the default, open that plan and mark it as default. The previous default will automatically stop being the default.
Your organization must always have at least one default plan. If no default exists, Metanoa will create one automatically.
**Common Questions**
It affects future session payments only. Any session payments already created won't change, even if they're still pending.
Yes. You can mark a plan as inactive, which means it stays in your list for reference but can't be assigned to new clients.
Those clients will fall back to the default rate plan automatically.
# Metanoa Documentation (Framework Mode): Session Payments
URL: /docs/billing-payments/session-payments
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/session-payments.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A session payment is the bill that Metanoa generates when a therapy session is signed. This page explains what session payments look like, how their status works, and how to charge one when you're ready.
Understanding Session Payment Statuses [#understanding-session-payment-statuses]
Every session payment has a status that tells you where it stands.
**Pending** means the bill has been created but hasn't been charged yet. You can still open the payment, review it, add comments, and mark it as charged when you're ready. This is the only status where you can make changes.
**Charged** means the session has been finalized. The amount has been applied to the client's wallet and no further edits are possible. Charged payments are read-only.
Heads up, once you charge a session it cannot be undone, so it's worth reviewing the details before you confirm.
What's Inside a Session Payment? [#whats-inside-a-session-payment]
When you open a session payment you'll see the session date, the line items showing the CPT code, description, unit price, and quantity, and the total amount. You'll also see a comments field where you can log quick notes like "No-show" or "Late arrival" before charging.
How Do I Charge a Session? [#how-do-i-charge-a-session]
You can charge a session from two places: the main Billing page under the Payments tab, or from a client's Billing tab. Both open the same Session Details dialog.
**Let's Charge a Session**
1. **Find the session payment** by browsing or searching in the Payments tab or the client's Billing tab
2. **Click the row** to open the Session Details dialog
3. **Review the line items and total** to make sure everything looks correct
4. **Add a comment** if needed, using the quick tags like `No-show` or `Late arrival` or typing your own
5. **Turn on "Charge this session"** using the toggle
6. **Click Save** and a confirmation dialog will appear
7. **Confirm** and the session is marked as charged
And you're all set! The session payment is now finalized and the client's wallet is updated.
Searching and Filtering Session Payments [#searching-and-filtering-session-payments]
On both the main Payments tab and the client Billing tab, you can search by client name, therapist name, or other fields. The default date filter shows the last 7 days, so if you're looking for older payments make sure to widen the date range.
**Common Questions**
No. Charged payments are permanent and read-only. If there's an error in a charged session, the right approach is to handle the correction through the client's wallet using an adjustment transaction.
The session payment itself can't be changed once charged. You can add a manual adjustment in the client's wallet to correct the balance. See the Client Wallet page for how to do that.
They're notes only. They don't change the amount or the status, they're just there so you can log what happened before finalizing the charge.
# Metanoa Documentation (Framework Mode): Understanding Billing
URL: /docs/billing-payments/understanding-billing
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/understanding-billing.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Billing in Metanoa connects three things together: the price of a service, the sessions your clients attend, and the money that moves in and out of their account. Once you understand how these three pieces fit together, everything else in billing makes sense.
The Three Building Blocks [#the-three-building-blocks]
**What is a rate plan?**
A rate plan is where you set the price for each type of therapy session your organization offers. Think of it as your price list. It lists each service by department, duration, and amount, so when a session happens, Metanoa already knows what to charge.
Every client uses a rate plan. If you haven't assigned one to a specific client, they automatically use your organization's default plan.
**What is a session payment?**
When a therapy session is signed off by a therapist, Metanoa generates a session payment. This is the bill for that session. It shows the service, the amount, and whether it has been charged yet.
Session payments start as pending, which means the bill exists but no money has moved yet. Once you mark it as charged, it's finalized and the client's wallet is updated.
**What is a client wallet?**
Every client has a wallet in Metanoa that tracks their balance and transaction history. Think of it as a ledger for that client. Money comes in when a client pays, and goes out when a session is charged or a refund is processed.
The wallet gives you a clear picture of where a client stands financially at any point in time.
How They Work Together [#how-they-work-together]
The flow looks like this. A therapist runs a session and signs it off. Metanoa creates a session payment using the client's rate plan to calculate the amount. That payment sits as pending until someone on your team reviews it and marks it as charged. When it's charged, the client's wallet reflects the transaction.
That's the core loop, and everything else in billing builds on top of it.
Who Can See and Use Billing? [#who-can-see-and-use-billing]
Billing is available to staff with billing permissions assigned to their role. The main Billing page, which shows organization-wide data, revenue charts, and all session payments across your organization, is intended for Admins and staff with branch-level responsibility.
Client-level billing, like viewing a specific client's session payments or wallet, is available to anyone with billing view access.
If you can't see the Billing menu item in the sidebar, your role may not have billing access yet. Ask your Admin to check your permissions.
**Common Questions**
No. A session payment is only created when a therapist signs the session. Booking a session doesn't generate a bill.
They'll use your organization's default rate plan automatically, so their sessions will still be priced correctly.
Yes. Wallets are created automatically the first time you open a client's billing tab, so there's nothing to set up in advance.
# Metanoa Documentation (Framework Mode): Absolute basics I need to know
URL: /docs/getting-started/absolute-basics-i-need-to-know
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/absolute-basics-i-need-to-know.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa is built around a few key concepts, and once you understand these, everything else clicks into place.
} title="Organization">
In Metanoa, your organization is your practice or company.
} title="Branch">
A clinic within your organization with its own departments, staff, clients etc.
} title="Departments">
Organize a clinic by therapy types like Occupational Therapy or Speech Therapy.
} title="Roles">
Roles along with permissions control what each person can do in Metanoa.
} title="Staff">
Anyone on your team who logs into Metanoa to do their work.
} title="Client">
The person receiving therapy at your clinic.
**Common Questions**
Absolutely! They just need to be added as a team member in each branch where they'll be working and can then switch between branches using the dropdown in the top right corner.
Yes! All settings, including roles, are at the branch level, so you could be an Admin in one branch while being a Therapist in another.
Yes! A team member can belong to multiple departments if they work across different therapy areas.
You'll see completely different clients, appointments, and team members since each branch operates independently within your organization.
These are separate things in Metanoa. A client is someone receiving services, while a user is a staff member who logs in. They're tracked differently in the system.
Clients and their families don't log into Metanoa directly. Only users, meaning your clinic staff, have login access to manage appointments and records.
Not automatically, since clients belong to the branch where they were added. If someone needs to be seen at a different location, they'd need to be added to that branch separately.
No, therapists only see clients in departments they're assigned to. This keeps clinical access focused on each therapist's area of work.
Yes! Role names are just labels. You can customize the permissions attached to each role by going to Settings and clicking Roles & Permissions.
# Metanoa Documentation (Framework Mode): First-Time Setup
URL: /docs/getting-started/first-time-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/first-time-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What should I do on my first day? [#what-should-i-do-on-my-first-day]
Whether you're setting up your clinic or joining an existing team, here's how to make your first day productive!
**If You're the Owner Setting Up**
Here's the recommended order to get your clinic running.
1. **Update your organization details** by going to Settings and clicking Organization
2. **Create your departments** like OT, SLT, Psychology, or whatever therapy types you offer
3. **Add your team members** with their roles and department assignments
4. **Add a branch** if you have multiple locations
5. **Do a test run** by creating one test client and booking a session to make sure everything works
**If You're Joining an Existing Clinic**
Here's how to get oriented quickly.
1. **Log in** with the email and password your Admin shared with you
2. **Update your profile** by clicking your name in the bottom left corner
3. **Check your schedule** to see what's on your calendar
4. **Explore a client profile** to see how information is organized
5. **Ask your Admin** if you have questions about your access or what you can do
**Good to Know**
* Most clinics are fully operational within an hour of starting setup
* You can add clients as they come in, there's no pressure to migrate everyone at once
* Everything in Metanoa can be adjusted as your clinic grows and changes
**Related Topics**
* How do I add a new team member?
* How do I create a department?
* How do I schedule a session?
# Metanoa Documentation (Framework Mode): I’m a clinic administrator
URL: /docs/getting-started/i-m-a-clinic-administrator
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-clinic-administrator.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): I’m a clinic owner
URL: /docs/getting-started/i-m-a-clinic-owner
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-clinic-owner.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): I’m a therapist
URL: /docs/getting-started/i-m-a-therapist
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-therapist.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Registration & profile setup
URL: /docs/getting-started/registration-profile-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/registration-profile-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Head to web.metanoa.ai/register, enter your clinic name, email, and a password, and you're in!
**Let's Get You Set Up**
Creating your Metanoa account takes just a couple of minutes.
1. **Go to web.metanoa.ai/register** and you'll see a simple registration form
2. **Enter your organization name**, which is your clinic or practice name
3. **Add your email** and this becomes your login for the account
4. **Create a password** with at least 6 characters and type it twice to confirm
5. **Click "Create Account"** and you'll see a success message, then get redirected to log in
6. **Sign in with your new email and password** and you're all set!
You're now the Owner with full control to add team members, create branches for each location, and customize your clinic's settings.
How do I log in to Metanoa? [#how-do-i-log-in-to-metanoa]
Already have an account? Getting back into Metanoa is quick and easy.
**Let's Log You In**
1. **Go to web.metanoa.ai** in your browser
2. **Enter your email address** that you used when your account was created
3. **Enter your password** that was set up for your account
4. **Click "Sign In"** and you're all set!
How do I set up my profile? [#how-do-i-set-up-my-profile]
Want to personalize your Metanoa account? You can update your display name, change your password, and adjust your preferences all from Settings
**Let's Update Your Profile**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Profile"** to see your personal information
4. **Update your display name** by typing in your preferred name
5. **Click Save** and you're all set!
**Common Questions**
One email address creates one organization. If you need a second organization, you'll need to register with a different email. Within an organization, you can add as many branches as you need.
You can add as many branches as you need under one organization.
Nope! You can log in and start using Metanoa right away.
Metanoa doesn't send automatic welcome emails. Your login credentials come directly from whoever added you to the system, so reach out to your Owner or Admin if you haven't received them.
Your display name is what other team members see throughout Metanoa. You can update it anytime from your Settings.
Yes! Head to Settings to update your preferences including your time zone and language.
# Metanoa Documentation (Framework Mode): Building a Form
URL: /docs/library/building-a-form
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/building-a-form.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The form builder is where you create the assessments and intake forms your team uses with clients. You can add questions, text fields, rating scales, tables, and more, then preview everything before publishing. This page walks you through how to build a form from scratch.
Creating a New Form [#creating-a-new-form]
Start by opening the right library for the form you're building. If it's a department assessment, open that department's library. If it's an intake form for all clients, open the Onboarding library.
**Let's Create a New Form**
1. **Click Library** in the left sidebar
2. **Select the library** where the form belongs
3. **Click "Create New Form"** at the top of the library
4. **Enter a form name** that clearly describes what the form is for
5. **Press Enter or confirm** and the form builder opens ready for you to start adding content
You're now inside the form builder and can start adding your questions and fields.
Adding Elements to the Form [#adding-elements-to-the-form]
Everything in a form is an element. Questions, headings, tables, and text blocks are all elements that you add and arrange. To add one, click the `+` button or the `Add Element` button and choose what you want to insert.
Here's what's available and when to use each type.
**Text responses** are for open answers. Use Short Answer for a single line of text and Long Answer when you want a larger text area for more detailed responses.
**Multiple choice options** let clients or therapists select from a set of answers. Multiple Choice gives one selection, Checkboxes allow more than one, Dropdown works well when there are many options to choose from, and Multi-Select is like checkboxes in a dropdown format.
**Layout elements** help structure the form visually. Use Label to add a heading or instruction that isn't a question. Use Collapsible Section to group related questions under an expandable heading, which is useful for longer forms. Use Table when you need to capture information in rows and columns.
**Date Picker** adds a date selection field, useful for recording dates of observations or events.
**Image Upload** lets the person completing the form attach an image, useful when visual documentation is part of the assessment.
**Text formatting** elements like Heading 1, Heading 2, Bullet List, and Numbered List help you organise instructions and contextual information within the form.
Arranging and Editing Elements [#arranging-and-editing-elements]
Once you've added an element you can click into it to edit the label, add help text, or set it as required. Required fields must be filled before the form can be saved, so use this for fields that are clinically essential.
You can drag elements to reorder them, which is useful when you want to reorganise sections after adding content.
Previewing the Form [#previewing-the-form]
Before publishing, use the `Preview` button to see exactly how the form will look and behave when a therapist opens it for a client. It's worth checking through the whole form in preview to catch anything that doesn't look right.
Preview doesn't save any changes, it's purely for reviewing the layout and flow.
Saving Your Work [#saving-your-work]
Click `Save` regularly as you build. Saving keeps a draft of the form that only you can see in the builder. It doesn't make the form available to therapists yet, so you can save and come back without worrying about publishing something unfinished.
When the form is ready, see Publishing and Managing Forms for how to publish and make it live.
Common Questions [#common-questions]
Yes. You can add as many of any element type as the form needs. There's no limit on the number of questions or sections.
Label is a simple text element for adding instructions or context inline in the form. Heading elements (Heading 1, Heading 2, Heading 3) are for structured section titles with visual hierarchy. Use Labels for short instructional text and Headings for named sections.
Forms belong to the library they were created in and can't be moved or shared directly between libraries. If you need a similar form in another department, building it fresh in that library is the quickest approach.
No. Drafts are only visible in the form builder. Therapists only see forms that have been published. See Publishing and Managing Forms for how publishing works.
# Metanoa Documentation (Framework Mode): Core Forms
URL: /docs/library/core-forms
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/core-forms.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Core forms are system-level forms that Metanoa uses for fundamental client data like profiles and patient records. You'll see them in the Library, but they work differently from department or onboarding forms and aren't something most Admins will need to change.
What Are Core Forms? [#what-are-core-forms]
Core forms power the structured data fields that appear across client profiles in Metanoa. Examples include the Profile form, which captures a client's overview information, and the Patient form, which stores core client details.
These forms exist at the system level, which means they're part of how Metanoa is built rather than something your organization created. They appear in the Library so that Admins can see them, but they have restrictions on editing that department and onboarding forms don't have.
Where Core Forms Appear [#where-core-forms-appear]
Core forms don't appear as assessments in a department's Assessments tab. They show up in specific places across a client's profile depending on their purpose. For example, the Profile form drives the overview section on a client's profile page.
When a therapist or frontdesk staff member fills in a client's profile information, they're completing a core form, even if it doesn't look like an assessment in the traditional sense.
Do I Need to Manage Core Forms? [#do-i-need-to-manage-core-forms]
For most organizations, the answer is no. Core forms are part of your Metanoa setup and work out of the box. You don't need to publish or activate them the way you would a department form.
If you feel a core form needs to be changed or extended, that's a conversation to have with the Metanoa team rather than something to edit directly in the Library.
Common Questions [#common-questions]
Core forms have restrictions that prevent the same level of editing as department or onboarding forms. If you need changes to core forms, reach out to the Metanoa team.
The Library shows all its libraries so Admins have a complete picture of what exists in the system. Seeing them doesn't mean you're expected to manage them the same way as your own forms.
Core forms have safeguards in place. If you're unsure whether something was changed, reach out to the Metanoa team to check.
# Metanoa Documentation (Framework Mode): Department Libraries
URL: /docs/library/department-libraries
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/department-libraries.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Every department in Metanoa has its own dedicated library. This is where you manage the forms that therapists in that department use with clients. This page is for Admins and department leads who are responsible for setting up and maintaining those forms.
How Department Libraries Work [#how-department-libraries-work]
When a department is created in Metanoa, a library is automatically created for it with the same name. The two are permanently linked, which means anything you publish in that library flows directly into the assessments tab for clients in that department.
There's no configuration needed to make this connection work. It happens automatically, so your job is to focus on getting the right forms into the right library.
Finding a Department's Library [#finding-a-departments-library]
**Let's Find a Department Library**
1. **Click Library** in the left sidebar to open the Library
2. **Browse the list of libraries** on the left side of the screen
3. **Click the library** named after the department you want to manage, for example "Occupational Therapy" or "Speech and Language Therapy"
4. **You're now inside that department's library** and can see all its forms
From here you can create new forms, open existing ones, or check what's currently published and active.
Adding a New Form to a Department [#adding-a-new-form-to-a-department]
To add a new assessment to a department, you create the form inside that department's library and publish it. Once published, it appears automatically for all clients in that department.
**Let's Add a Form to a Department**
1. **Open the department's library** by clicking it in the Library sidebar
2. **Click "Create New Form"** at the top of the library
3. **Give the form a name** that clearly describes what it assesses
4. **Build the form** by adding your questions and fields in the form builder
5. **Click Publish** when the form is ready
6. **Go to a client in that department** and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form is now live for every client in that department.
For full detail on building forms, see Building a Form.
What Happens When a New Department Is Created [#what-happens-when-a-new-department-is-created]
Whenever your Admin creates a new department, Metanoa automatically creates a matching library for it. The library will be empty to start with, so someone will need to add and publish forms before therapists in that department see any available assessments.
If you've just set up a new department and therapists are seeing a blank Assessments tab, the next step is to go into that department's library in the Library and get the forms built and published.
Common Questions [#common-questions]
Not directly. Forms belong to the library they were created in. If you need the same form in another department, the quickest approach is to recreate it in the other department's library. If you find yourself needing the same forms across many departments, it's worth planning your form library structure carefully upfront.
Each library is created when the department is created, so if a library is missing it may mean the department itself hasn't been set up yet. Ask your Admin to check the department configuration.
The library name follows the department name. If you need to rename it, the department name would need to be updated, which your Admin can do in the department settings.
# Metanoa Documentation (Framework Mode): How the Library Works
URL: /docs/library/how-the-library-works
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/how-the-library-works.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The Library is where your organization creates and manages the forms that therapists use with clients. Everything you build here flows directly into the assessments, onboarding, and profile forms that staff see on client profiles.
What Is the Library? [#what-is-the-library]
Think of the Library as your organization's form management hub. It's where Admins and department leads create clinical forms, update them over time, and control which ones are active. Therapists don't build forms, they just use what's been set up here.
You'll find the Library by clicking `Library` in the left sidebar. If you don't see it, your role may not have Library access, so check with your Admin.
How the Library Is Organised [#how-the-library-is-organised]
The Library is divided into libraries. Each library is a container for a specific set of forms, and the type of library determines where those forms appear for staff and clients.
There are three types of libraries.
**Department libraries** are linked to a specific department in your organization, like Occupational Therapy or Speech and Language Therapy. Forms you publish in a department library appear as available assessments for every client enrolled in that department. Each department has exactly one library, and it's created automatically when the department is set up.
**The Onboarding library** holds intake and case history forms that apply across the whole organization rather than to a specific department. Forms here appear under the Onboarding tab on a client's Progress section, not inside any department. See Onboarding Forms for more detail.
**Core libraries** hold system-level forms like the client Profile and Patient forms. These are built into Metanoa and work differently from department or onboarding forms. See Core Forms for more detail.
How the Library Connects to What Therapists See [#how-the-library-connects-to-what-therapists-see]
The connection is direct and automatic. When you publish a form in a department library, it immediately appears as an available assessment for clients in that department. When you unpublish or deactivate it, it disappears. There's no separate step to assign forms to clients or departments.
This means the Library is the single place where you control what assessments exist across your organization. Getting forms right here means therapists always have what they need.
Common Questions [#common-questions]
Staff with Library view or edit permissions, which is typically Admins and department leads. Therapists generally don't have Library access since their role is to use forms rather than build them.
Each department has one library that's automatically linked to it. You can create additional libraries manually but they won't be automatically connected to a department's assessments tab, so it's best to work within the existing department library.
A brand new organization will have libraries set up but no forms inside them yet. Someone with edit access needs to create and publish forms before they appear for therapists. Start with Building a Form for the step-by-step guide.
# Metanoa Documentation (Framework Mode): Publishing and Managing Forms
URL: /docs/library/publishing-and-managing-forms
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/publishing-and-managing-forms.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Building a form is only half the job. Publishing it is what makes it available to therapists, and knowing how to update or retire forms safely is just as important as creating them. This page covers the full lifecycle of a form from draft to live to retired.
The Difference Between Saving and Publishing [#the-difference-between-saving-and-publishing]
When you save a form in the builder, you're saving a draft that only exists in the Library. Therapists can't see it and clients won't encounter it yet.
When you publish a form, you're releasing it so it appears as an available assessment for clients in that department (or in the Onboarding tab, for onboarding forms). Publishing is the step that makes a form real for your team.
How to Publish a Form [#how-to-publish-a-form]
**Let's Publish a Form**
1. **Open the form** in the form builder from its library in the Library
2. **Review the form** and make sure it's complete and correct
3. **Click Preview** to check how it looks before making it live
4. **Click Publish** when you're satisfied with the form
5. **Go to a client's profile** in the relevant department and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form is now live for every client in that department.
Updating a Published Form [#updating-a-published-form]
You can edit a published form at any time. Open it in the form builder, make your changes, and save. When you're ready to push the changes live, click Publish again.
Heads up, updating and republishing a form affects new submissions going forward. Assessments that have already been completed and saved by therapists are not affected by changes to the form, so your existing clinical data stays intact.
Deactivating a Form [#deactivating-a-form]
If a form is no longer needed but you don't want to delete it entirely, you can deactivate it. A deactivated form stops appearing as an available assessment for new submissions, but all completed submissions made using that form remain on client profiles and can still be viewed and printed.
Deactivating is a safe way to retire a form without losing any historical data.
Deleting a Form [#deleting-a-form]
Deleting a form removes it from the Library permanently. Like deactivating, completed submissions are kept on client profiles and remain accessible, but the form won't be available for any new submissions.
Heads up, deletion is permanent, so if there's any chance you might need the form again, deactivating is the safer choice.
What Happens to Completed Assessments When You Change a Form [#what-happens-to-completed-assessments-when-you-change-a-form]
This is an important thing to understand. If a therapist has already completed and saved an assessment using a version of the form, that submission is a fixed record tied to the form as it was at the time of completion. Changes you make to the form afterwards don't alter those existing submissions.
This means you can safely update a form's questions or structure without worrying about corrupting existing client data. Old submissions stay exactly as they were.
Common Questions [#common-questions]
Yes. Deactivating a form takes it out of the available assessments list without deleting it or affecting any completed submissions. You can reactivate it later if needed.
First confirm the form is published and active in the correct library. Then check that the library is the right one for that department. If it's a department form, the library must be linked to the correct department. If everything looks right and it's still not appearing, check with your Admin.
The form builder tracks versions when you publish, so you can see what was published and when. For a detailed audit of changes, check with your Admin.
Deleting a library removes all the forms in it from the Library. Completed submissions by therapists are preserved on client profiles, but the forms won't be available for new submissions. Department libraries linked to an active department can't be deleted independently, they're removed when the department itself is deleted.
# Metanoa Documentation (Framework Mode): Adding Clients
URL: /docs/managing-clients/adding-clients
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/adding-clients.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new client? [#how-do-i-add-a-new-client]
Ready to register a new patient? Adding a client takes just a minute and you can always add more details later.
**Let's Add Your Client**
1. **Go to Clients** from the main menu on the left
2. **Click the "Add Client" button** in the top right corner
3. **Upload a profile photo** if you have one by dragging and dropping an image or clicking Upload Files
4. **Enter the client's name** in the Name field, which is the only required field
5. **Choose a department** from the dropdown if your clinic uses departments like OT, SLT, or Psychology
6. **Select the date of birth** by clicking the date field and picking from the calendar
7. **Pick the gender** by clicking Male or Female
8. **Scroll down to add contact details** including Phone, Email, and Address
9. **Click Submit** and you're all set!
Your new client will appear in the client list right away and you can start scheduling sessions for them.
**Good to Know**
* Profile images are optional and support formats like PNG, JPG, JPEG, GIF, and WEBP
* The Department field links the client to a specific service area, which helps with organizing and reporting
* Most fields besides Name are optional, so don't worry if you don't have all the information right away
**Related Topics**
* How do I edit client information?
* How do I assign a therapist to a client?
**Common Questions**
* **What happens if I click Submit without entering a name?** The system will show an error and won't let you save until you fill in the Name field since it's required.
* **Can I change the client's information after adding them?** Yes, if your role has permission to edit client profiles, you can update their information anytime.
***
What information do I need to register a client? [#what-information-do-i-need-to-register-a-client]
The only required field is the client's name! Everything else is optional but helpful.
**Helpful Information to Gather**
* **Name** is required so you can identify the client
* **Date of birth** helps calculate their age automatically
* **Department** connects them to the right therapy area
* **Phone and email** for family contact information
* **Address** for records and correspondence
**Good to Know**
* You can always add more details later as you gather information
* The more complete the profile, the easier it is to track and report on progress
**Related Topics**
* How do I add a new client?
* How do I edit client information?
# Metanoa Documentation (Framework Mode): Client Assignment
URL: /docs/managing-clients/client-assignment
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/client-assignment.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I assign a therapist to a client? [#how-do-i-assign-a-therapist-to-a-client]
Connecting clients to therapists happens through department assignments and scheduling.
**How Assignment Works**
When you add a client to a department, all therapists assigned to that department can see and work with that client. You can also assign specific therapists through the scheduling process.
**Good to Know**
* Department access is the primary way visibility is controlled
* When you schedule a session, you specify which therapist will see the client
* A client can be seen by multiple therapists if they're in multiple departments or if therapists share department access
**Related Topics**
* How do I create a department?
* How do I schedule a session?
# Metanoa Documentation (Framework Mode): Client Details
URL: /docs/managing-clients/client-details
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/client-details.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I edit client information? [#how-do-i-edit-client-information]
Need to update a client's contact details or add missing information? It's easy to make changes.
**Let's Edit Their Information**
1. **Go to Clients** and find the client you want to update
2. **Click on their name** to open their profile
3. **Click the Edit button** or find the field you want to change
4. **Make your updates** to any information that needs changing
5. **Click Save** and you're all set!
**Good to Know**
* Only team members with edit permissions can make changes to client profiles
* Changes are saved immediately and visible to others with access
* The client's history and past documentation isn't affected by profile updates
**Related Topics**
* How do I add a new client?
* What do the columns on the Clients page mean?
***
How do I manage a client's wallet? [#how-do-i-manage-a-clients-wallet]
The wallet feature lets you track payments, deposits, and balances for each client.
**Let's Add a Wallet Transaction**
1. **Find the client** in your client list and click the three-dot menu in the Actions column
2. **Click Wallet** to open the wallet management screen
3. **Choose the Direction** by clicking Incoming if money is being added, or Outgoing if money is being deducted
4. **Enter the Amount** using numbers only, with decimals if needed
5. **Pick the Type** from the dropdown, which includes Credit Card, Cash, Bank Transfer, Check, Google Pay, Apple Pay, Refund, or Adjustment
6. **Check the Payment Date** which auto-fills with today's date but can be changed
7. **Add any Comments** like a reference number or reason for the transaction
8. **Click Add** and you're all set!
**Good to Know**
* Incoming means money added to the wallet like deposits or payments received, while Outgoing means money deducted
* Use Refund when you're returning money to the client, and Adjustment for internal corrections
* Only team members with billing permissions can manage wallets
**Related Topics**
* What is the client wallet?
* How does billing work in Metanoa?
# Metanoa Documentation (Framework Mode): Finding and Viewing Clients
URL: /docs/managing-clients/finding-and-viewing-clients
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/finding-and-viewing-clients.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I find a specific client? [#how-do-i-find-a-specific-client]
Looking for someone? You can search by name or scroll through your client list.
**Let's Find Your Client**
1. **Go to Clients** from the main menu on the left
2. **Use the search bar** at the top of the page and start typing the client's name
3. **Click on the client** from the results to open their profile and you're all set!
**Good to Know**
* Search matches names as you type, so you don't need to type the full name
* You'll only see clients from departments you have access to
* The client list shows basic info at a glance like name, age, and contact details
**Related Topics**
* How do I view a client's full profile?
* Why can't I see certain clients?
***
How do I view a client's full profile? [#how-do-i-view-a-clients-full-profile]
Opening a client's profile shows you everything in one place, including their history, assessments, goals, and session notes.
**Let's View Their Profile**
1. **Go to Clients** from the main menu
2. **Find the client** using search or scrolling
3. **Click on their name** or click the three-dot menu and choose "View"
4. **Explore the different tabs** to see their information, sessions, goals, and more and you're all set!
**Good to Know**
* The profile brings together all of a client's information in one place
* Different tabs organize information by category like Sessions, Goals, and Assessments
* Your access to certain sections depends on your role
**Related Topics**
* How do I edit client information?
* How do I add therapy goals for a client?
***
What do the columns on the Clients page mean? [#what-do-the-columns-on-the-clients-page-mean]
The client list shows you the most important details at a glance so you can quickly identify and manage your clients.
**Column Guide**
* **Name** displays the client's full name as entered when they were registered
* **MRN** shows the Medical Record Number, which is a unique identifier assigned to each client
* **Age** shows the client's current age calculated from their date of birth
* **Gender** displays Male or Female as selected during registration
* **Phone** shows the client's phone number, or a dash if none was entered
* **Email** shows the client's email address, or a dash if none was entered
* **Actions** contains the three-dot menu for viewing, managing wallet, or deleting the client
**Good to Know**
* The MRN helps you tell clients apart when two people have similar names
* A dash in any column just means that information wasn't entered, not that something is wrong
* Use the arrow buttons at the bottom to move between pages when you have lots of clients
**Related Topics**
* How do I find a specific client?
* How do I add missing client information?
# Metanoa Documentation (Framework Mode): Therapist Performance Report
URL: /docs/reports-analytics/therapist-performance-report
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports-analytics/therapist-performance-report.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Understanding Analytics
URL: /docs/reports-analytics/understanding-analytics
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports-analytics/understanding-analytics.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Department access explained
URL: /docs/roles-permissions/department-access-explained
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/department-access-explained.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Your access to client information depends on which departments you're assigned to. If you're an OT therapist working with a client who also gets SLT services, Metanoa automatically gives you the right level of access to both departments.
Let's understand department-based access [#lets-understand-department-based-access]
Here's how Metanoa manages your access to client information across departments.
Department access is all about making sure you can see the information you need while keeping client data organized. When you're added as a staff member, you get assigned to one or more departments like OT, SLT, Psychology, or Behavior Therapy. Clients also receive services from one or more departments.
Here's a practical example. Let's say you're Therapist A working in OT, and your colleague is Therapist B working in SLT. You have a client who receives services from both OT and SLT. Here's how your access works:
**Your access as Therapist A:**
* Full Edit access to the client's OT department information because that's your assigned department
* View Only access to the client's SLT department information through what we call **access via association**
**Your colleague's access as Therapist B:**
* Full Edit access to the client's SLT department information because that's their assigned department
* View Only access to the client's OT department information through access via association
This setup enables both therapists to see the full picture of the client's care while being able to edit the information in your own department.
**Common Questions**
Yes, you can work in as many departments as needed, and you'll have full Edit access to client information in all your assigned departments.
Your Admin can adjust your role's **Access Non-Assigned Departments** setting to No Access, which means you'll only see information from departments you're explicitly assigned to.
That's access via association working, so you can see the complete picture of the client's care even though SLT isn't your assigned department.
Access via association happens automatically if its set up at your role level in Roles & Permissions.
It depends on your role's permissions. Most clinics allow therapists to view other departments but not make changes, which is controlled by a setting called Access Non-Assigned Departments.
You won't be able to do this by default. Ask your Admin to add you to that department if you need full access.
# Metanoa Documentation (Framework Mode): Overview
URL: /docs/roles-permissions/overview
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/overview.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa uses roles and permissions to help you manage access for your team. Every staff member gets a role like Therapist or Front Office, and you can set up different permissions for each feature based on their role.
Let's understand how access control works [#lets-understand-how-access-control-works]
Here's how Metanoa helps you manage what your team can see and do.
Every staff member in your clinic has a role that determines their access level. You might have roles like Therapist, Front Office, Head of Department, or even Gate Security. Once you set up a role, you can customize what people in that role can do with different features in Metanoa.
For each feature like Client Profiles, Appointments, or Reports, you can set three types of permissions for each role:
1. **View** which means they can see the information but can't make changes
2. **Edit** which means they can see and change the information
3. **Delete** which means they can remove records
4. **No Access** which means they can't see that feature at all
Here's a practical example. You might give your Gate Security role View permission for Client Profiles so they can see who's coming in, but give your Front Office role Edit permission so they can update contact details and appointment information.
**Common Questions**
A role is the job title like Therapist or Front Office, and permissions are the specific things that role can do like View or Edit for each feature.
Yes, you can customize permissions for each feature separately so someone might have Edit access to Calendar but only View access to Reports.
Yes, you can create as many custom roles as you need so each one matches exactly what that team member should be able to do.
No. Permissions are set at the role level, so once a role is configured everyone assigned to it automatically gets the same access. This saves time when adding new team members.
Yes, you can adjust a role's permissions at any time to give more or less access to certain features.
Department access works alongside role permissions and adds another layer of control over what each team member can see. Check the related articles below to learn more.
# Metanoa Documentation (Framework Mode): Restrict department access
URL: /docs/roles-permissions/restrict-department-access
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/restrict-department-access.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Need to keep certain departments more private? Metanoa gives you two ways to control access. You can turn off access via association completely so staff only see their own departments, or you can make specific departments like Psychology visible only to staff who work there.
Let's set up department access restrictions [#lets-set-up-department-access-restrictions]
Here's how to control which departments your team can see.
Metanoa's default setup uses access via association, which means therapists can view information from other departments when they share clients. But sometimes you need tighter control, especially for sensitive departments like Psychology or when you want to keep departments completely separate.
Turning off access via association completely [#turning-off-access-via-association-completely]
If you want staff to only see departments they're explicitly assigned to, here's what to do:
1. **Go to Settings** and click on Roles & Permissions
2. **Select the role** you want to adjust, like Therapist or Front Office
3. **Find the Access Non-Assigned Departments setting** in the permissions list
4. **Change it to No Access** and you're all set!
Now staff with this role will only see clients and information from departments they're assigned to, even if those clients receive services from other departments.
Making specific departments private [#making-specific-departments-private]
If you want to keep access via association but create exceptions for certain departments, here's how:
1. **Go to Settings** and click on Departments
2. **Select the department** you want to restrict, like Psychology
3. **Find the Visible only to members setting** and turn it to Yes
4. **Click Save** and you're all set!
This setting overrides access via association, so now only staff assigned to Psychology can see that department's information, even if they share clients with therapists from other departments.
**Common Questions**
No Access turns off cross-department viewing for an entire role, while Visible only to members restricts just one department so only staff working there can see it.
Yes, you can set Access Non-Assigned Departments differently for each role, so your Therapists might have View Only access while your Front Office has No Access.
Yes, Owners can see all departments regardless of visibility settings because they need full access to manage the clinic.
It affects everyone with that role, so make sure you want all team members in that role to have restricted access before making the change.
Yes. The Visible only to members setting works department by department, so you can make Psychology private while keeping OT and SLT open.
You can fix this at any time by adding them to that department as a team member.
# Metanoa Documentation (Framework Mode): Set up roles & permissions
URL: /docs/roles-permissions/set-up-roles-permissions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/set-up-roles-permissions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Setting up roles and permissions in Metanoa takes just a few minutes. You'll create roles that match your team's jobs, set what each role can do with different features, and then assign those roles to your staff members.
Let's set up your roles and permissions [#lets-set-up-your-roles-and-permissions]
Here's how to create the perfect access structure for your clinic.
Before you start adding team members, you'll want to set up the roles that match how your clinic works. You might need roles like Therapist, Front Office, Head of Department, or Gate Security, and each role gets its own set of permissions.
Creating a new role [#creating-a-new-role]
1. **Go** to Roles & Permissions
2. **Click Create New Role** in the top right corner
3. **Name your role** something clear like Front Office or Senior Therapist
4. **Click Create** and you're ready to set up permissions!
Setting up permissions for the role [#setting-up-permissions-for-the-role]
Now you'll customize what this role can do with each feature:
1. **Scroll through the list of features** like Client Profiles, Appointments, Reports, and Session Notes
2. **Pick the permission level** for each feature by choosing View, Edit, Delete, or No Access
3. **Set the Access Non-Assigned Departments option** to control whether this role can see other departments, usually View Only or No Access
4. **Click Save** and you're all set!
Your role is now ready to assign to team members. When you add someone to your team, just pick this role and they'll automatically get all the permissions you just set up.
**Common Questions**
Most clinics start with 3-5 basic roles and add more as needed, so don't overthink it at first.
The changes take effect immediately for everyone with that role, so they'll gain or lose access right away.
Start with broader permissions and tighten them later if needed. It's easier to remove access than to figure out why someone can't do their job.
That depends on how your clinic works. The Access Non-Assigned Departments setting controls this, so think about whether your Therapists need cross-department visibility before configuring it.
No. Any changes you make to a role apply immediately to everyone assigned to that role.
Start with a few standard roles like Therapist, Admin, and Front Office, then add more specialized roles as your clinic's needs become clearer.
# Metanoa Documentation (Framework Mode): Booking Sessions
URL: /docs/scheduling-on-calendar/booking-sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/booking-sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
There are two ways to book a session in Metanoa, and both open the same form, so choose whichever feels quicker based on the view you're in.
How do I book a session using the Schedule Session button? [#how-do-i-book-a-session-using-the-schedule-session-button]
The `Schedule Session` button sits in the top right corner of the calendar and works from any view, so it's always there when you need it.
**Let's Book a Session**
1. **Click** **`Schedule Session`** in the top right corner of the calendar and the form opens with today's date and the current time already filled in
2. **Choose your client** by searching their name in the client field
3. **Choose your therapist** from the therapist field
4. **Select the department** the session belongs to
5. **Set the date** if you want a different day from today
6. **Set the start time and end time,** keeping in mind the end time must be after the start time
7. **Click** **`Save`** and the session appears on the calendar
And you're all set!
How do I book a session by clicking a time slot? [#how-do-i-book-a-session-by-clicking-a-time-slot]
If you're in Day, Week, or Therapist view you can click any empty time slot to open the booking form with that date and time already filled in, so you don't have to type it manually.
**Let's Book a Session from the Calendar**
1. **Find the day and time** you want to book in Day, Week, or Therapist view
2. **Click the empty time slot** and the booking form opens with that date and time pre-filled
3. **Choose your client, therapist, and department**
4. **Adjust the end time** if needed
5. **Click** **`Save`** and the session appears right where you clicked
And you're all set!
What if I get an error about the client not being in the department? [#what-if-i-get-an-error-about-the-client-not-being-in-the-department]
If you see a message like "This client is not assigned to this department", it means the client hasn't been added to that department you have selected.
To fix it, go to the client's profile and assign them to the correct department first, then come back and book the session.
Common Questions [#common-questions]
Yes, you just can't click an empty slot to do it, so use the `Schedule Session` button in the top-right corner instead and the form opens just the same.
Sessions default to one hour, so if you need a different length just adjust the end time in the booking form before saving.
Yes, the `Send Notification` toggle is on by default but you can turn it off before clicking `Schedule Session` and no email will be sent.
That button only appears if your role has permission to create sessions, so if it's not there ask your Admin to check your access.
# Metanoa Documentation (Framework Mode): Managing Sessions
URL: /docs/scheduling-on-calendar/managing-sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/managing-sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
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 [#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-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-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**
No, cancellations are permanent and the session becomes read-only straight away, so double-check before confirming.
Cancelling keeps the session on the calendar as a record with a grey stripe so you know it didn't go ahead, while deleting removes it completely and permanently with no trace left behind.
The Actions dropdown only appears on sessions that are still active, so if the session is already signed or cancelled it won't show up because those sessions are in a final state and can't be changed.
You can view it but not edit it, so the form opens in read-only mode and if you need to make changes ask someone assigned to that department or your Admin.
It stays on the calendar permanently but turns grey with diagonal stripes so it's clear it didn't go ahead, and a note is added to the session automatically explaining the reason.
# Metanoa Documentation (Framework Mode): Troubleshooting the Calendar
URL: /docs/scheduling-on-calendar/troubleshooting-the-calendar
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/troubleshooting-the-calendar.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Most calendar issues come down to one of a few common situations, so here's what to check when something doesn't look right.
Common Issues [#common-issues]
**Why can't I see certain sessions?**
Your role determines which sessions appear on your calendar. Some roles only show sessions from departments you're assigned to, while others show sessions across all departments. If you're missing sessions you expected to see, check with your Admin to confirm your role and department assignments.
**Why is the Schedule Session button missing?**
The `Schedule Session` button only appears if your role includes permission to create sessions. If you don't see it, you likely have view-only access to the calendar, so reach out to your Admin if you think that needs to change.
**Why can't I edit a session I can see?**
There are two reasons this happens. First, the session might be in a department you're not assigned to, which means you can view it but not change it. Second, the session might be signed or cancelled, both of which lock the session permanently. If you open the session and see a `Close` button instead of `Update Session`, it's in a final state and can't be edited by anyone.
**Why is the Actions dropdown not showing up?**
The `Actions` dropdown only appears on sessions that are in the Scheduled status. Signed and cancelled sessions are finalized, so the dropdown doesn't appear for them.
**Why am I seeing a "Client is not assigned to this department" message?**
This means the client hasn't been linked to the department you've selected. Go to the client's profile, assign them to that department, and then come back to book the session.
**The calendar is showing sessions that don't look real. What's going on?**
If Metanoa loses connection to the internet while loading, it may show sample data as a placeholder. Once your connection is restored, refresh the page and your real sessions should come back.
**Why don't I see updates another team member just made?**
The calendar refreshes automatically when you make a change, but if someone else on your team updates a session you might need to refresh the page or navigate away and back to see their changes.
**Common Questions**
It's still there, just scroll to the date it was on and look for a grey block with diagonal stripes, which is how cancelled sessions appear on the calendar.
No, deleted sessions are removed permanently and can't be recovered, so if a session needs to come off the calendar but you might want a record of it, cancelling is the safer option.
Not at all, the colors are assigned to departments and your colleague might be seeing different departments from you, so the colors each of you see just reflect the departments visible to your role.
# Metanoa Documentation (Framework Mode): Understanding the Calendar
URL: /docs/scheduling-on-calendar/understanding-the-calendar
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/understanding-the-calendar.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Basics [#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 [#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 [#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**
The search only covers the date range you're currently viewing, so if the session is in a different week or month, switch to that period first and then search again.
Not at the moment, so if you're not sure when a session is, try switching to Month View first since it covers more ground in a single search.
Click the `Today` button at the top of the calendar and you're back to today straight away.
# Metanoa Documentation (Framework Mode): Who's available at a specific time?
URL: /docs/scheduling-on-calendar/who-s-available-at-a-specific-time
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/who-s-available-at-a-specific-time.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
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**
The view only shows therapists who are set up in Metanoa and visible to you based on your role, so if someone is missing check with your Admin to make sure they're added correctly.
No, Therapist View always shows one day at a time, so use the previous and next arrows to move between days.
No, each therapist has their own column so their sessions sit side by side rather than overlapping, which is what makes it easy to compare availability.
Yes, click any session block in a therapist's column and the session form opens just like it would in any other view.
# Metanoa Documentation (Framework Mode): Branches
URL: /docs/setting-up-your-clinic/branches
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/branches.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new branch to my organization? [#how-do-i-add-a-new-branch-to-my-organization]
Got a second clinic location? Adding a new branch is simple, just click the branch name in the top right corner, select + Add Branch, fill in the name and address, and you're ready to go!
**Let's Add Your New Branch**
Here's how to add a new location to your organization.
1. **Click on the branch name** in the top right corner of your screen and a dropdown will appear showing all your branches
2. **Click "Add Branch"** at the bottom of the dropdown
3. **Fill in your new location's details** including the branch name and address
4. **Choose whether to copy settings** from another branch using the dropdown, which saves time if your new location will work similarly to an existing one
5. **Click "Add Branch"** and you're all set!
**Good to Know**
* Each branch is its own world so when you switch branches, you'll see different clients, appointments, team members, and analytics
* Therapists can work at multiple locations but you'll need to add them as a team member in each branch where they work
* Copying settings saves time because Metanoa brings over your roles, permissions, and departments so you don't have to set everything up from scratch
**Common Questions**
* **Can I transfer a client from one branch to another?** Not at the moment since clients stay within their branch. If a client needs to be seen at a different location, you'd need to add them as a new client in that branch.
* **Can I see client information from another branch?** You'll need access to that branch to view its clients, so ask your Owner or Admin to add you as a team member there.
* **Why can't I see the "Add Branch" option?** You might not have the right access level since only Owners and Admins can create new branches.
***
How do I switch between branches? [#how-do-i-switch-between-branches]
Just click on the branch name in the top right corner of your screen and pick the branch you want to work in from the dropdown list.
**Let's Switch Branches**
Moving between your clinic locations in Metanoa is quick and easy.
1. **Look at the top right corner** of your screen where you'll see the name of the branch you're currently in
2. **Click on the branch name** and a dropdown will appear showing all the branches you have access to
3. **Pick the branch you want** by clicking on any branch name in the list and you'll be switched over instantly and you're all set!
**Good to Know**
* Everything changes when you switch so you'll see that branch's clients, appointments, calendar, and team members
* The "Current" label shows where you are in the branches dropdown so you always know which branch you're in
* Can't see a branch you need? You might not have access to it yet, so ask your Owner or Admin to add you as a team member in that branch
**Common Questions**
* **Do I need separate login details for each branch?** Nope, one account works for all the branches you have access to and you just switch between them using the dropdown.
* **Why am I stuck in one branch?** Either your organization only has one branch or you haven't been added to other branches yet, so chat with your Owner to get access to additional locations.
# Metanoa Documentation (Framework Mode): Departments
URL: /docs/setting-up-your-clinic/departments
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/departments.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I create a department? [#how-do-i-create-a-department]
Setting up departments helps organize your clinic by therapy type and controls who can see which clients.
**Let's Create Your Departments**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Departments"** under the Admin section on the left
4. **Click "+ Add Department"** and enter the department name
5. **Save your new department** and you're all set!
You can now assign team members to this department when you add or edit their profiles.
**Good to Know**
* You need at least one department before you can add team members, otherwise there's nothing to assign them to
* Common departments include OT, SLT, EIP, Psychology, and Behavior Therapy, but you can create whatever fits your clinic
* A team member can belong to multiple departments if they work across different therapy areas
**Related Topics**
* How do I add a new team member?
* How do departments control what team members see?
**Common Questions**
* **Can I delete a department?** Be careful with this since deleting a department affects everyone assigned to it. Make sure to reassign team members and clients before removing a department.
***
How do departments control what team members see? [#how-do-departments-control-what-team-members-see]
Departments are the main way Metanoa controls who can see which clients. When you assign someone to a department, they can see all the clients in that department.
**How It Works**
* When someone is assigned to a department, they can see all the clients in that department
* If they're not assigned to a department, they won't see any clients from that department
* You can assign someone to multiple departments if they need to work across different areas
**Good to Know**
* Department access is all or nothing, so if someone is assigned to a department they can see all the clients in it
* Frontdesk users can see scheduling info across departments but have limited access to clinical details
* Owners automatically have access to all departments
**Related Topics**
* How do I create a department?
* What can each role do in Metanoa?
# Metanoa Documentation (Framework Mode): Organization Setup
URL: /docs/setting-up-your-clinic/organization-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/organization-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I update my organization name and details? [#how-do-i-update-my-organization-name-and-details]
Need to change your clinic's name or update other organization details? It's easy to do from Settings.
**Let's Update Your Organization**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Organization"** under the Admin section on the left
4. **Update your clinic name** and any other details you need to change
5. **Click Save** and you're all set!
**Good to Know**
* Only Owners and Admins can change organization settings
* Your organization name appears throughout Metanoa and on any reports you generate
* Changes take effect immediately across all branches
**Related Topics**
* What's the difference between an organization and a branch?
* How do I access clinic settings?
# Metanoa Documentation (Framework Mode): Roles and Access
URL: /docs/setting-up-your-clinic/roles-and-access
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/roles-and-access.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What can each role do in Metanoa? [#what-can-each-role-do-in-metanoa]
Each role in Metanoa is designed for a specific type of work at your clinic. Here's what each one can do.
**Role Breakdown**
* **Owner** has full control over everything, including billing, settings, adding branches, and managing all team members and clients across the organization
* **Admin** can manage team members, departments, and most settings within their branch, but may not have access to organization-wide billing or settings
* **Therapist** can access their assigned departments, view their clients, write therapy notes, and manage their own schedule
* **Frontdesk** can manage the appointment calendar, handle client registration, and view basic client information, but cannot access clinical notes
**Good to Know**
* Role names are labels for permission sets, and you can customize what each role can do
* Only Owners can add new branches or change organization-level settings
* Frontdesk users can see that appointments exist but not what happened during them
**Related Topics**
* What's the difference between Owner and Admin?
* How do I customize what each role can do?
How do I change someone's role? [#how-do-i-change-someones-role]
Roles aren't permanent! You can update a team member's role anytime their responsibilities change.
**Let's Change Their Role**
1. **Go to Settings** and click on People or Staff
2. **Find the team member** and click on their name
3. **Click the Role dropdown** and choose their new role
4. **Click Save** and the change takes effect right away and you're all set!
**Good to Know**
* The new role applies immediately, so they'll see different options on their next action
* Changing a role doesn't affect their past notes, signatures, or completed work
* Only Owners and Admins can change other people's roles
**Related Topics**
* What does each role mean in Metanoa?
* If I change a role, will it affect their past notes?
***
How do I control what each role can see and do? [#how-do-i-control-what-each-role-can-see-and-do]
You can customize the permissions for each role to match how your clinic operates.
**Let's Customize Permissions**
1. **Go to Settings** and click "Roles & Permissions"
2. **Pick the role** you want to customize, like Therapist or Frontdesk
3. **Review the permission options** for features like Client Profile, Assessments, Goals, Sessions, and Billing
4. **Adjust the access levels** for each feature
5. **Click Save** and your changes apply to everyone with that role and you're all set!
**Good to Know**
* Changes affect all team members with that role
* You can give View Only access to some features and Edit access to others
* Be careful when removing permissions since it affects everyone with that role immediately
**Related Topics**
* What can each role do in Metanoa?
* Where can I see role permissions and access details?
***
What's the difference between Owner and Admin? [#whats-the-difference-between-owner-and-admin]
The main difference is scope. Owners have organization-wide control including billing, adding new branches, and managing everything across all locations. Admins have strong access within their branch but cannot change organization-level settings or billing.
**Good to Know**
* There can be multiple Owners if you need shared top-level control
* Admins are great for branch managers who need local control without organization-wide access
* Only Owners can add new branches or change billing settings
* The Owner role has special access to all departments automatically, even restricted ones
**Related Topics**
* Can I add more than one Owner?
* What can each role do in Metanoa?
# Metanoa Documentation (Framework Mode): Team Members
URL: /docs/setting-up-your-clinic/team-members
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/team-members.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new team member? [#how-do-i-add-a-new-team-member]
Ready to add someone to your team? You'll need their name, email, and you'll choose their role and department assignments.
**Let's Add Your Team Member**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "People"** or "Staff" under the Admin section on the left
4. **Click "+ Add Team"** to open the new team member form
5. **Enter their name** and **email address**
6. **Create a temporary password** for them with at least 6 characters
7. **Choose their role** from Owner, Admin, Therapist, or Frontdesk
8. **Select their departments** to control which clients they can see
9. **Click Save** and you're all set!
**Important:** Share the login details directly with your new team member since Metanoa doesn't send automatic welcome emails.
**Good to Know**
* Each team member needs a unique email address because that's how they log in
* You can add someone to multiple departments if they work across different therapy areas
* The role you choose controls what features they can access, and the departments control which clients they can see
**Related Topics**
* What does each role mean in Metanoa?
* How do departments control what team members see?
* What details do I need to add a new team member?
**Common Questions**
* **Can Metanoa send an invite email automatically?** No, Metanoa doesn't send automatic welcome emails. You'll need to share login details directly with each person.
* **What if the email shows "already in use"?** This means that email is already registered on Metanoa, possibly from a previous clinic. Contact Metanoa support for help.
***
What details do I need to add a new team member? [#what-details-do-i-need-to-add-a-new-team-member]
When adding someone new, you'll need a few essential pieces of information.
**Required Information**
* **Name** so you can identify them in the system
* **Email address** which becomes their login username
* **Password** that you'll create for them with at least 6 characters
* **Role** to control what features they can access
* **Department assignment** to control which clients they can see
**Good to Know**
* Email is mandatory and must be unique across all of Metanoa
* You can always update their information later if something changes
* Phone numbers and other details are optional
**Related Topics**
* How do I add a new team member?
* Can I add a team member using a phone number instead of email?
***
How do I edit a team member's information? [#how-do-i-edit-a-team-members-information]
Need to update someone's name, role, or department access? It's easy to make changes.
**Let's Edit Their Profile**
1. **Go to Settings** and click "People" or "Staff" under the Admin section
2. **Find the team member** you want to update
3. **Click on their name** or the three-dot menu and choose Edit
4. **Make your changes** to their name, role, or departments
5. **Click Save** and you're all set!
**Good to Know**
* Changes take effect immediately
* Updating a role doesn't affect their past notes, reports, or signatures
* You cannot change someone's email address after creation, so if you entered it wrong you'll need to create a new account
**Related Topics**
* How do I change someone's role?
* How do I remove someone who left the clinic?
***
How do I remove someone who left the clinic? [#how-do-i-remove-someone-who-left-the-clinic]
When a staff member leaves, you'll want to remove their access while keeping their past work visible.
**Let's Remove Their Access**
1. **Go to Settings** and click "People" or "Staff"
2. **Find the team member** who left
3. **Click the three-dot menu** next to their name
4. **Choose Delete** or "Remove" and confirm your choice
5. **Their access is now removed** and you're all set!
**Good to Know**
* Their old notes, reports, and completed therapies stay visible in the system
* Nobody can edit their past notes after they're removed
* If they return later, you'll need to create a new account for them
**Related Topics**
* If a staff member leaves, will their old notes still be visible?
* Can we transfer their patients to another therapist?
**Common Questions**
* **What happens to their clients?** Clients remain in the system. You'll want to reassign them to other therapists manually.
* **Can I temporarily disable someone?** There's no pause feature right now. If you need to remove access, you'll need to delete their account.
# Metanoa Documentation (Framework Mode): Clinic Settings
URL: /docs/settings-preferences/clinic-settings
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/clinic-settings.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Permissions
URL: /docs/settings-preferences/permissions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/permissions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Personal Settings
URL: /docs/settings-preferences/personal-settings
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/personal-settings.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): EIP
URL: /de/docs/eip
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/eip.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What is the Early Intervention Program (EIP) App? [#what-is-the-early-intervention-program-eip-app]
Working with families of young children who need early intervention services? The Early Intervention Program App is designed specifically for clinics that provide comprehensive developmental support to children from birth to age 3. This App gives you specialized tools for team-based care, family-centered planning, and developmental tracking.
Let's understand how the EIP App works [#lets-understand-how-the-eip-app-works]
Here's what makes the EIP App different from standard therapy workflows.
Early intervention is unique because it involves multiple providers working together with families to support a child's development. The EIP App is built around this collaborative approach, so your Service Coordinators, therapists, and specialists can all contribute to each child's care while staying aligned on goals and progress.
**What this means for your EIP team:**
* Service Coordinators can see the complete picture across all providers working with a family
* Multiple therapists can collaborate on the same child's care with shared access to goals and progress
* Developmental screening tools are integrated right into your workflow
* Family-centered documentation keeps everyone focused on both child outcomes and family priorities
**Good to Know**
* The EIP App is enabled at the organization level when you sign up, so if your clinic provides early intervention services, you'll have access to these tools from day one
* EIP works as a department type, so you'll set it up just like you would for OT or Speech Therapy
* Children can be enrolled in both EIP and other therapy departments if they receive multiple types of services
* All EIP documentation is designed to meet typical state and federal reporting requirements for early intervention programs
**Related Topics**
* What are Apps in Metanoa?
* How do I add an EIP department?
* How do I add EIP team members?
* How do I generate progress reports for EIP?
**Common Questions**
* **Do I need the EIP App if we only do traditional therapy?** Nope! The EIP App is specifically for clinics that provide early intervention services. If your clinic focuses on traditional therapy like OT, Speech, or ABA, you won't need this App.
* **Can we use the EIP App for children over age 3?** The EIP App is optimized for birth to age 3 since that aligns with most Early Intervention program requirements. For older children, you'd use the standard therapy departments like OT or Speech.
* **How do I get the EIP App enabled for my clinic?** If your clinic provides early intervention services and you don't see the EIP option when setting up departments, contact Metanoa support and they'll enable it for you.
***
How do I set up EIP for my clinic? [#how-do-i-set-up-eip-for-my-clinic]
Ready to start using Metanoa for your early intervention services? Setting up EIP is just like adding any other department, with a few special features that make team-based care easier. Once it's set up, your Service Coordinators and providers can start working with families right away.
Let's set up your EIP department [#lets-set-up-your-eip-department]
Here's how to get Early Intervention Program running in your clinic.
1. **Make sure you're viewing the right Branch** by checking the Branch name in the top right corner
2. **Go to Settings** from the main menu
3. **Click on "Departments"** to see your current departments
4. **Click "Add Department"** to create a new one
5. **Choose "Early Intervention Program"** from the department type options
6. **Give it a name** like "EIP Services" or "Early Intervention"
7. **Click "Save"** and your EIP department is ready to go
Now you can assign Service Coordinators and providers to this department and start enrolling families.
**Good to Know**
* Each Branch needs its own EIP department if you provide early intervention at multiple locations
* You'll need to add team members to the EIP department before they can work with EIP families
* Service Coordinators should be assigned to the EIP department so they can coordinate services across all providers
* The EIP department works independently from your other therapy departments, which helps keep early intervention workflows organized
**Related Topics**
* How do I add Departments?
* How do I add team members?
*
* [Practice, Branch and more](https://www.notion.so/docs/absolute-basics/practice-branch-and-more)
**Common Questions**
* **Can the same person work in both EIP and therapy departments?** Absolutely! Just assign them to both the EIP department and any therapy departments where they provide services.
* **Do we need separate therapists for EIP or can our regular therapists work with EIP kids too?** Your existing therapists can absolutely work in the EIP department. Just add them to the EIP department in addition to their regular therapy departments.
* **How is EIP different from adding a child as a regular therapy client?** EIP has specialized features for team coordination, developmental screening, and family-centered planning that align with early intervention requirements. Regular therapy departments are designed for traditional one-on-one therapeutic services.
***
How does team coordination work in EIP? [#how-does-team-coordination-work-in-eip]
Got multiple providers working with the same family? EIP makes team coordination simple by giving everyone involved access to shared goals, progress updates, and family plans. Service Coordinators can see the whole picture, while therapists focus on their specific interventions.
Let's understand EIP team coordination [#lets-understand-eip-team-coordination]
Here's how team collaboration works in the EIP App.
When you assign multiple team members to an EIP client, everyone gets access to the child's profile, goals, and progress. This means your Speech therapist can see what your OT is working on, and your Service Coordinator can track how all the pieces fit together. Updates made by any team member are visible to everyone else working with that family, which keeps the whole team aligned without endless email threads or meetings.
**How team access works:**
* All providers assigned to an EIP client can view and update that child's goals and progress
* Service Coordinators see all families enrolled in EIP across all providers
* Progress notes from different providers appear together in the child's profile
* Family meetings and IFSP reviews can pull information from all team members automatically
**Good to Know**
* You control who works with each family by assigning team members when you enroll the child
* Team members only see EIP families they're actively working with, not every child in the EIP department
* Service Coordinators get broader access so they can fulfill their coordination responsibilities across all families
* Changes made by one team member appear in real-time for everyone else working with that family
**Related Topics**
* [Add your team](https://www.notion.so/docs/how-to-get-started/add-your-team)
* [Roles & Permissions](https://www.notion.so/docs/roles-and-permissions)
* [Progress Reports](https://www.notion.so/docs/core-therapy/progress-reports)
* [Staff Management](https://www.notion.so/docs/clinic-administration/staff)
**Common Questions**
* **Can I limit what one provider sees about another provider's work?** Right now, all providers assigned to an EIP client can see each other's goals and progress notes. This transparency is designed to support the collaborative nature of early intervention.
* **How do Service Coordinators access all the families in our program?** Service Coordinators are assigned at the department level, which gives them visibility across all EIP families so they can coordinate services effectively.
* **What if we want to add a consultant or outside provider temporarily?** You can add them as a team member and assign them only to the specific EIP families they're consulting on. When their involvement ends, you can remove their access to those families.
# Metanoa Documentation (Framework Mode): Goals
URL: /de/docs/goals
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/goals.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Welcome to Metanoa
URL: /de/docs
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/index.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa is clinic management software built for therapy centers serving children with developmental needs. Everything your clinic needs, from client intake to session notes, is in one place.
**Find what you need based on your role**
* **Clinic Owner** Set up your organization, manage branches, control billing, and give your team the right access to do their work.
* **Clinic Admin** Add and manage staff, organize departments, handle scheduling, and keep day-to-day operations running smoothly.
* **Therapist** View your assigned clients, document session notes, track progress, and access AI-powered therapy suggestions.
**Not sure where to start?**
* **New to Metanoa?** Start with setting up your organization and adding your first branch
* **Adding your team?** Learn how roles and departments work before inviting staff
* **Just joined a clinic?** Learn how to log in and set up your profile
# Metanoa Documentation (Framework Mode): Reports
URL: /de/docs/reports
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Sessions
URL: /de/docs/sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): AI in Metanoa
URL: /de/docs/ai-features/ai-in-metanoa
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/ai-in-metanoa.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa has AI built directly into the tools you already use every day, so there's nothing extra to learn and no separate tool to open. It's there when you need it, in the right place at the right time.
What Can AI Help With? [#what-can-ai-help-with]
AI in Metanoa is designed to save therapists time on documentation. Writing clinical notes, structuring session plans, summarising goal progress, generating assessment reports, and even typing by speaking are all things the AI can assist with.
**Where does AI show up?**
You'll find AI where documentation happens. Look for the sparkle icon or buttons labelled `Generate` in the following places:
* Session notes, when writing or editing a session
* Session plans, after you've selected goals for a session
* Assessment forms, when you open a completed assessment
* Goals, in the goal summary section
* Voice input, in most text fields across Metanoa
What AI Does and Doesn't Do [#what-ai-does-and-doesnt-do]
**What AI does well?**
It takes the information you've already entered and turns it into structured, well-written content. A few rough notes become a SOAP note. A list of goals becomes a session plan. A completed assessment form becomes a clinical report. It saves you from staring at a blank page.
**What AI doesn't do?**
It doesn't know your client. It works from what you give it, so the output is only as good as the input. Always read what it generates and edit anything that doesn't reflect the full picture. AI output in Metanoa is a starting point, not a finished document.
Heads up, AI features require your organization to have the necessary API access configured. If you don't see AI buttons where you'd expect them, check with your Admin.
A Note on Clinical Judgment [#a-note-on-clinical-judgment]
AI in Metanoa assists with documentation. It doesn't make clinical decisions, recommendations, or diagnoses. Everything it generates should be reviewed by the therapist before saving or sharing. Your professional judgment always comes first.
Common Questions [#common-questions]
**Do I have to use AI features?**
No. All AI features are optional. You can write session notes, session plans, and goal summaries entirely by hand if you prefer. The AI buttons are there when you want them and out of the way when you don't.
**Will AI features save what I write automatically?**
Each feature behaves slightly differently, but as a general rule, AI generates content into the field you're working in and you save it as part of your normal workflow. Nothing is saved behind the scenes without you confirming it.
**Who can use AI features?**
Any staff member with permission to edit the relevant content can use the AI features within it. There's no separate AI permission to request.
# Metanoa Documentation (Framework Mode): Assessment Reports
URL: /de/docs/ai-features/assessment-reports
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/assessment-reports.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Once a client has completed an assessment, Metanoa can turn the answers into a structured clinical report for you. Instead of manually writing up findings from a form, the AI reads through the responses and produces a well-organised report you can review, edit, and save.
How Does It Work? [#how-does-it-work]
When you open a completed assessment submission, a `Generate Report` button appears. The AI reads all the questions and responses from the form and uses them to write a structured assessment report. The content comes entirely from the form answers, so the report reflects what the client or caregiver actually submitted.
How Do I Generate an Assessment Report? [#how-do-i-generate-an-assessment-report]
The `Generate Report` button is available in the assessment modal when you're viewing an existing, saved submission. It won't appear on a form that hasn't been saved yet.
**Let's Generate an Assessment Report**
1. **Go to the client's profile** and open their Assessments section
2. **Click on the completed assessment** you want to generate a report for
3. **Make sure the form is saved** as the report generates from the saved responses
4. **Click "Generate Report"** in the assessment modal
5. **Wait a moment** while the AI processes the form responses
6. **Review the report** and make any edits before saving or sharing
And you're all set! The generated report is ready to review in the modal.
What Makes a Good Assessment Report? [#what-makes-a-good-assessment-report]
The quality of the report depends on the quality of the form responses. Detailed, specific answers give the AI more to work with and result in a more useful report. Short or vague answers will produce a thinner report, so it's worth encouraging thorough responses when the assessment is being completed.
Common Questions [#common-questions]
**Can I generate a report for a partially completed assessment?**
The form needs to be saved before you can generate a report. A partially completed form will generate a report based on whatever has been answered so far, but a complete form will always produce better output.
**Can I edit the generated report?**
Yes. The report appears in the assessment modal where you can review and adjust it before saving or sharing.
**The Generate Report button isn't showing on the assessment. Why?**
The button only appears on existing, saved submissions. If you're looking at a form that hasn't been submitted yet, save it first and then reopen it to find the button. If it's still not there, check with your Admin as AI access may need to be configured for your organization.
**Will generating a report overwrite anything I've already written?**
The report generates into the report area of the assessment modal. It won't affect the original form responses.
# Metanoa Documentation (Framework Mode): Goal Summaries
URL: /de/docs/ai-features/goal-summaries
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/goal-summaries.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A goal summary is a short, written overview of how a client is progressing toward a specific goal. Metanoa can generate this summary automatically from the goal's review history, saving you from having to write it up manually each time.
What Goes Into a Goal Summary? [#what-goes-into-a-goal-summary]
The AI looks at all the reviews recorded for a goal, including baseline scores, target scores, actual scores over time, and any notes added during reviews. It pulls this together into a coherent narrative that describes where the client started, where they are now, and the direction they're heading.
How Do I Generate a Goal Summary? [#how-do-i-generate-a-goal-summary]
You'll find the `Generate Summary` button in the Goal Summary section when you open the Edit Goal modal.
**Let's Generate a Goal Summary**
1. **Go to the client's Goals section** in their profile
2. **Click on the goal** you want to summarise to open it
3. **Find the Goal Summary section** inside the Edit Goal modal
4. **Click "Generate Summary"** using the AI button
5. **Review the summary** and edit it to add any context the AI wouldn't have known
6. **Save the goal** and the summary is stored on the goal record
And you're all set! The summary will show up in the goal detail view going forward.
Summaries Stay Up to Date Automatically [#summaries-stay-up-to-date-automatically]
You don't always need to regenerate a summary manually. When a new review is added to a goal or an existing review is deleted, Metanoa automatically updates the goal summary in the background. This means the summary stays current without you having to remember to refresh it.
If you want to regenerate it manually at any point, the `Generate Summary` button is always there in the Edit Goal modal.
Adding Your Own Context [#adding-your-own-context]
The AI writes the summary from the numbers and notes in the review history, but you know the client better than any data does. After generating, read through the summary and add anything the data doesn't capture, like how the client feels about their progress, external factors affecting performance, or qualitative observations from sessions.
Common Questions [#common-questions]
**Does the goal need reviews before I can generate a summary?**
The AI works best when there's review data to draw from. A goal with several reviews will produce a much more meaningful summary than a brand new goal with no history. You can still generate on a new goal but the output will be limited to the baseline and target information.
**Can I edit the summary after it's generated?**
Yes. The summary appears in the Goal Summary section of the Edit Goal modal where you can change anything you like before saving.
**Will the auto-update overwrite edits I've made to the summary?**
Heads up, yes it can. When a new review is added, the summary is regenerated automatically, which will replace any manual edits. If you've added important context to a summary that you want to keep, bear this in mind when adding new reviews.
**Where does the goal summary show up for others to see?**
The summary is visible in the goal detail view within the client's profile, so anyone with access to that client's goals can see it.
# Metanoa Documentation (Framework Mode): Session Notes with AI
URL: /de/docs/ai-features/session-notes-with-ai
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/session-notes-with-ai.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
After a session, Metanoa can take the notes you've written and restructure them into a professional clinical format for you. This saves you time and keeps your documentation consistent across your team.
What Formats Can AI Generate? [#what-formats-can-ai-generate]
There are two formats to choose from depending on what you need.
**SOAP Notes** follow the standard clinical documentation format, covering Subjective, Objective, Assessment, and Plan sections. This is the format most therapists use for session-by-session clinical records.
**Progress Reports** are written in a more narrative style, suitable for sharing updates with parents, caregivers, or other stakeholders who may not be familiar with clinical formats.
Both use your session notes as the source, so the content comes from what you've already written. The AI restructures and refines it, it doesn't invent anything.
How Do I Generate a Session Note? [#how-do-i-generate-a-session-note]
You'll find the Report Generator in the Session Notes field when you add or edit a session. Look for the dropdown button next to the Session Notes heading.
**Let's Generate a Session Note**
1. **Open a session** by adding a new one from the calendar or editing an existing one
2. **Write your session notes** in the Session Notes field, covering what happened during the session
3. **Click the Report Generator dropdown** next to the Session Notes heading
4. **Select the format** you want, either SOAP Notes or Progress Report
5. **Click Generate** and the AI will process your notes
6. **Review the output** and edit anything that needs adjusting before saving
And you're all set! The generated content replaces what was in the Session Notes field, so make sure you're happy with your original notes before generating if you want to keep them.
Getting Better Results [#getting-better-results]
The AI works from what you write, so more detail in your notes leads to better output. You don't need to write in any particular format beforehand, just capture what happened clearly and the AI will handle the structure.
A few rough sentences are enough to get started. Full paragraphs give it more to work with and tend to produce more accurate and useful output.
Common Questions [#common-questions]
**Can I edit the generated note after it's created?**
Yes, and you should. The generated output goes straight into the Session Notes editor where you can change, add, or remove anything. Treat it as a strong first draft.
**What happens to my original notes when I generate?**
The generated content replaces what was in the field, so if you want to keep your original notes separately, copy them before clicking Generate.
**Can I generate both formats for the same session?**
You can generate one format, review it, and then generate again with the other format selected. The second generation will replace the first, so save or copy the first one if you want both.
**The Generate button isn't showing up. What's wrong?**
The Session Notes field needs to have some content before the button becomes active. If you've typed notes and still don't see the option, check with your Admin as AI access may need to be configured for your organization.
# Metanoa Documentation (Framework Mode): Session Plan from Goals
URL: /de/docs/ai-features/session-plan-from-goals
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/session-plan-from-goals.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
When you've selected goals for a session, Metanoa can generate a structured therapy session plan for you based on those goals. Instead of writing the plan from scratch, the AI gives you a ready-to-use starting point that's already aligned to what you're working on with the client.
What Does a Generated Session Plan Include? [#what-does-a-generated-session-plan-include]
The AI uses the goals you've selected, the department, and the session duration to create a plan with suggested activities and objectives tailored to that session. It's a practical outline you can follow, adapt, or build on.
How Do I Generate a Session Plan? [#how-do-i-generate-a-session-plan]
The `Generate Plan from Goals` button appears in the session form once you've selected at least one goal. You'll find it when adding a new session or editing an existing one.
**Let's Generate a Session Plan**
1. **Open a session** from the calendar, either a new one or an existing one you're editing
2. **Select the goals** for this session from the goals section of the session form
3. **Set the session start and end time** so the AI knows how long the session is
4. **Click "Generate Plan from Goals"** and the AI will create a plan based on your selections
5. **Review the plan** in the Session Description field and edit as needed
And you're all set! The generated plan sits in the Session Description field ready for your review.
Tips for Better Plans [#tips-for-better-plans]
The more goals you select, the more content the AI has to work with. If you're running a session focused on one specific goal, select that goal and the plan will be tightly focused on it. For broader sessions covering multiple areas, select all the relevant goals and the AI will weave them together.
Setting the session time accurately also helps, since a 30-minute session plan looks quite different from a 60-minute one.
Common Questions [#common-questions]
**Can I still write a session description manually?**
Yes. The Generate button is optional. You can type your session description by hand as you normally would, or use the generated plan as a base and edit from there.
**The "Generate Plan from Goals" button isn't showing. Why?**
The button only appears once at least one goal is selected for the session. Select a goal first and the button will appear.
**What if the generated plan doesn't match what I had in mind?**
Edit it directly in the Session Description field. The AI gives you a starting point, so shape it to fit the session you're actually planning.
# Metanoa Documentation (Framework Mode): Using Your Voice to Type
URL: /de/docs/ai-features/using-your-voice-to-type
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/ai-features/using-your-voice-to-type.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Instead of typing your notes by hand, you can speak them and Metanoa will transcribe what you say directly into the text field. This works in session notes, forms, and most other places in Metanoa where you enter text.
Where Can I Use Voice Input? [#where-can-i-use-voice-input]
The microphone button appears at the bottom of text editors and in some form fields across Metanoa. If you see a microphone icon in a field, voice input is available there. You can also press `Alt+M` on your keyboard when your cursor is in a supported field to start and stop recording without reaching for the mouse.
How Do I Use Voice Input? [#how-do-i-use-voice-input]
**Let's Transcribe Your Voice**
1. **Click into the text field** where you want your transcribed text to appear
2. **Click the microphone button** at the bottom of the editor, or press `Alt+M`
3. **Allow microphone access** if your browser asks for permission, this only happens the first time
4. **Speak clearly** into your microphone, covering what you want to write
5. **Click the microphone button again** to stop recording, or press `Alt+M`
6. **Wait a moment** while Metanoa transcribes your speech
7. **Review the transcribed text** and correct any words that didn't come through accurately
And you're done! The transcribed text is added to whatever was already in the field, so you can dictate in sections if that works better for you.
Tips for Better Transcription [#tips-for-better-transcription]
Speak at a natural pace rather than slowly or quickly, as the transcription works best with normal conversational speech. Background noise can affect accuracy, so a quieter environment will give you cleaner results. If you're using a laptop, an external microphone or headset will also produce better results than the built-in mic.
You can dictate in shorter bursts and review between each one rather than speaking for a long time in one go. This makes it easier to catch and correct any errors as you go.
Microphone Permissions [#microphone-permissions]
The first time you use voice input in your browser, it will ask for permission to access your microphone. Click `Allow` and you're good to go. If you accidentally clicked `Block`, you'll need to reset microphone permissions in your browser settings. In most browsers this is found by clicking the padlock icon in the address bar when you're on the Metanoa page.
Common Questions [#common-questions]
**Does voice input replace what I've already typed?**
No. Transcribed text is added at the end of whatever is already in the field, so your existing content stays untouched. You can use voice to add to notes you've already started typing.
**What languages does voice input support?**
Voice input works best with English. Accuracy in other languages may vary.
**The microphone button isn't appearing. What should I check?**
Voice input requires your organization to have the necessary configuration in place. If the microphone icon isn't showing up anywhere in Metanoa, check with your Admin.
**The transcription got some words wrong. Can I fix them?**
Yes. The transcribed text lands in the editor just like anything you'd type, so you can edit it freely. For specialist clinical terms or names that the transcription struggles with, it's worth doing a quick read-through and correcting before saving.
# Metanoa Documentation (Framework Mode): Completing an Assessment
URL: /de/docs/assessments/completing-an-assessment
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/completing-an-assessment.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
When it's time to fill in an assessment for a client, everything happens inside the assessment modal on their profile. You can save as you go, come back later to continue, and take as long as you need before signing.
Starting a New Assessment [#starting-a-new-assessment]
Available assessments appear as cards in the client's Assessments tab. Each card represents a form that's ready to be filled in for this client.
**Let's Start an Assessment**
1. **Open the client's profile** and go to their department tab
2. **Click the Assessments tab** within that department
3. **Find the assessment you want to complete** in the Available Assessments section
4. **Click the assessment card** to open the form
5. **Fill in the fields** working through the form at your own pace
6. **Click Save** when you're ready to save your progress
And you're done for now! Your answers are saved and you can come back to continue at any time.
Saving Your Progress [#saving-your-progress]
You can save an assessment as many times as you like before signing it. Each time you click `Save`, your current answers are stored and the assessment moves to the Completed Assessments table where you can find it again.
Saving does not lock the form. You can open it again, make changes, and save again as many times as you need.
Coming Back to an Assessment [#coming-back-to-an-assessment]
Once you've saved an assessment it moves out of Available Assessments and into the Completed Assessments table at the bottom of the page.
**Let's Continue a Saved Assessment**
1. **Open the client's Assessments tab** for the relevant department
2. **Scroll down to the Completed Assessments table**
3. **Find the assessment** by name or date
4. **Click the row** to reopen it
5. **Make your changes** and click `Save` again
Your updates are saved and the assessment stays editable until you sign it.
Before You Sign [#before-you-sign]
Signing an assessment locks it permanently. Once signed, no one can edit the form or the report, so make sure everything is accurate and complete before you sign. See Signing and Printing for the full signing workflow.
Common Questions [#common-questions]
It's best to avoid this. If two people have the same assessment open and both save, the last save will overwrite the other. Coordinate with your team to avoid working on the same submission simultaneously.
As long as the assessment hasn't been signed yet, you can open it again, correct the answers, and save. Signing is the point of no return, not saving.
Once you save an assessment for the first time it moves from Available Assessments to the Completed Assessments table. Scroll down on the Assessments tab and you'll find it there.
Some forms have required fields that must be filled before saving. The form will highlight the fields you've missed. Fill them in and try saving again. If a required field doesn't apply to this client, check with your Admin about whether the form can be updated.
# Metanoa Documentation (Framework Mode): Generating an Assessment Report
URL: /de/docs/assessments/generating-an-assessment-report
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/generating-an-assessment-report.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Once you've completed and saved an assessment, Metanoa can turn the form answers into a structured clinical report for you. This saves significant time compared to writing up findings manually and gives you a strong starting point you can edit before signing.
What the Report Contains [#what-the-report-contains]
The AI reads through all the questions and answers in the assessment and produces a written clinical narrative. The content comes entirely from what was entered in the form, so the report reflects the actual assessment data rather than anything invented.
Reports generated from assessments are suitable for clinical records, IEP documentation, referrals, and family updates depending on how you edit and use them.
Where the Generate Button Appears [#where-the-generate-button-appears]
The `Generate Report` button only appears when you're viewing an existing saved assessment submission. It won't appear on a brand new form you've just opened because there's nothing saved yet to generate from.
If you don't see the button, save the form first, then reopen it from the Completed Assessments table.
How to Generate a Report [#how-to-generate-a-report]
**Let's Generate an Assessment Report**
1. **Save the assessment** if you haven't already, by clicking `Save` in the form
2. **Close the form** and find it in the Completed Assessments table
3. **Click the assessment row** to reopen it
4. **Find the Report section** at the top of the assessment modal, above the form
5. **Click "Generate Report"** and wait while the AI processes the form data
6. **Read through the report** carefully and edit anything that needs adjusting
7. **Save the assessment** to store the report alongside the form answers
And you're all set! The report is saved with the assessment and ready to print or share.
Getting a Good Report [#getting-a-good-report]
The quality of the report depends directly on how thoroughly the form was filled in. Forms with detailed, specific answers produce detailed, useful reports. Forms with very short or vague answers will produce thinner output.
The AI needs at least a meaningful amount of completed fields to generate a report. If the form is mostly empty or answers are placeholder text, you'll see a message saying there isn't enough data to generate from. The fix is to go back into the form, add more complete answers, save, and try generating again.
Editing the Report [#editing-the-report]
After generating, the report appears in an editor where you can change anything you like. Add clinical context the form didn't capture, adjust the language, remove sections that don't apply, or expand on areas that need more detail. The AI gives you a strong first draft, and your professional judgment shapes the final version.
The report isn't saved until you click `Save` on the assessment, so always save after editing.
Signing Locks the Report Too [#signing-locks-the-report-too]
Once you sign the assessment, the report is locked along with the form answers. Make sure the report is exactly how you want it before signing. See Signing and Printing for the full signing workflow.
For more on how AI works across Metanoa, see the AI Features section.
Common Questions [#common-questions]
Yes. The report section is a text editor and you can type into it directly. The `Generate Report` button gives you a starting point but you're not required to use it. You can write the report entirely by hand if you prefer.
Make sure the assessment has been saved at least once. The button only appears on existing saved submissions. If you've saved and still don't see it, check with your Admin as AI features may need to be configured for your organization.
Yes. You can click `Generate Report` again and a new report will be produced, replacing the previous one. If you've made manual edits you want to keep, copy them before regenerating.
It means the form doesn't have enough completed answers for the AI to produce a meaningful report. Go back into the form, fill in more fields with real clinical responses, save, and try generating again.
No. Generating a report only populates the report section. Your form answers stay exactly as you entered them.
# Metanoa Documentation (Framework Mode): How Assessments Work
URL: /de/docs/assessments/how-assessments-work
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/how-assessments-work.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Assessments are structured forms used to collect clinical information about a client. They live inside each department on a client's profile, so everything is organised by the type of therapy the client is receiving.
What Is an Assessment? [#what-is-an-assessment]
Think of an assessment as a clinical questionnaire that your organization has set up for a specific purpose, like tracking development, measuring progress, or gathering intake information. Each assessment is a form with questions, rating scales, and text fields that a therapist fills in with or about the client.
Assessments are separate from session notes. Session notes capture what happened in a session, while assessments capture structured clinical data at a point in time.
Where Do Assessments Live? [#where-do-assessments-live]
Assessments are found inside a client's profile, organised by department. To find them, open a client's profile, go to their department tab (for example, Occupational Therapy or Speech and Language Therapy), and then click the Assessments tab within that department.
Each department has its own set of assessments, so an OT assessment won't appear under Speech and Language Therapy and vice versa. This keeps each department's clinical data clean and separate.
There is also a separate Onboarding tab under the client's Progress section, which is where intake forms like Case History appear. These are not department-specific and are used across the whole client record.
Available vs Completed Assessments [#available-vs-completed-assessments]
When you open a client's Assessments tab you'll see two things.
**Available Assessments** are forms that have been set up for this department but haven't been filled in for this client yet. They appear as cards you can click to start filling in.
**Completed Assessments** are forms that have already been submitted for this client. They appear in a table showing the form name, the date it was completed, and whether it has been signed. Click any row to open and review it.
Where Do the Forms Come From? [#where-do-the-forms-come-from]
The assessments you see on a client's profile come from your organization's Library. Each department has its own library of forms, and whatever forms have been published there will appear as available assessments for clients in that department.
If you're not seeing any assessments for a department, or if you need a new form added, that's a Library and setup question rather than a client question. See Setting Up Assessments for a Department for more on this, or visit the Library section for the full guide to building and managing forms.
Common Questions [#common-questions]
Yes. Available assessments appear for every client in that department, and each client gets their own separate submission so the data never mixes.
Yes, if a client is enrolled in more than one department, each department's Assessments tab is independent and shows only that department's forms.
This usually means no forms have been set up in the Library for that department yet. Ask your Admin to check the department's Library and publish the relevant forms.
# Metanoa Documentation (Framework Mode): Setting Up Assessments for a Department
URL: /de/docs/assessments/setting-up-assessments-for-a-department
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/setting-up-assessments-for-a-department.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
This page is for Admins and department leads. If you're a therapist looking to fill in an assessment, head to Completing an Assessment instead.
Assessments don't appear on client profiles automatically. They come from forms that have been built and published in your organization's Library. Each department has its own library, and whatever is published there is what therapists see when they open a client's Assessments tab.
Why a Department Might Show No Assessments [#why-a-department-might-show-no-assessments]
If therapists open a client's Assessments tab for a department and see no forms, it means one of two things. Either no forms have been added to that department's library yet, or the forms that exist haven't been published. Either way, the fix happens in the Library.
How Department Libraries Connect to Assessments [#how-department-libraries-connect-to-assessments]
Every department in Metanoa has its own dedicated library of forms. When you publish a form in a department's library, it immediately becomes available as an assessment for every client in that department. Unpublish it or deactivate it and it disappears from the available assessments list.
This means the Library is the single place where you control what assessments exist for a department. There's no separate step to assign forms to clients, the connection is automatic once a form is published.
How to Get Assessments Showing for a Department [#how-to-get-assessments-showing-for-a-department]
If a department has no assessments set up, you'll need to go to the Library and either create new forms or publish existing ones for that department's workspace.
**Let's Get Assessments Showing**
1. **Click Library** in the left sidebar to open the Library
2. **Find the workspace for the department** you want to set up, each department has its own workspace named after it
3. **Check if forms already exist** in that workspace by browsing the forms list
4. **Create a new form** if none exist, or open an existing one that needs to be published
5. **Publish the form** using the Publish button in the form builder
6. **Go back to a client's profile** in that department and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form will now appear for every client enrolled in that department.
For full guidance on building forms, adding elements, and managing your Library, see the Library and Form Builder section.
What About Onboarding Forms? [#what-about-onboarding-forms]
Onboarding forms like Case History are separate from department assessments. They live in the Onboarding workspace in the Library and appear under a client's Progress tab rather than inside a specific department. The setup process is the same, publish a form in the Onboarding workspace and it appears for all clients.
Common Questions [#common-questions]
Not directly. Each department has its own library workspace, so a form built in the OT workspace only appears for OT clients. If you need a similar form in another department, you'll need to create it in that department's workspace too.
Completed submissions stay on the client's profile and can still be viewed and printed. Unpublishing just stops the form from appearing as a new available assessment going forward.
Staff with Library edit permissions, which is typically Admins and department leads. If you can't see the Library in the sidebar, ask your Admin to check your permissions.
# Metanoa Documentation (Framework Mode): Signing and Printing
URL: /de/docs/assessments/signing-and-printing
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/assessments/signing-and-printing.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Signing finalises an assessment and creates a permanent clinical record. Printing lets you generate a PDF of either the filled form or the written report. Both are available from inside the assessment modal.
What Signing Means [#what-signing-means]
When you sign an assessment, you are confirming that the information is accurate and complete. Signing locks the entire assessment, including all form answers and any report content, so that nothing can be changed afterwards.
Heads up, signing is permanent. There is no way to unlock or edit a signed assessment, so take the time to review everything carefully before you confirm.
How to Sign an Assessment [#how-to-sign-an-assessment]
You can only sign an assessment that has been saved at least once. The signature option won't appear on a form you've just opened for the first time without saving.
**Let's Sign an Assessment**
1. **Open the completed assessment** from the Completed Assessments table on the client's profile
2. **Review all the form answers** and make any final edits while you still can
3. **Review the report** if one has been generated, and edit it if needed
4. **Add your signature** in the signature field
5. **Click Save** and a confirmation dialog will appear asking you to confirm the signing
6. **Confirm** and the assessment is signed and locked
The assessment now shows as Signed in the Completed Assessments table and no further edits are possible.
What Happens After Signing [#what-happens-after-signing]
Once signed, the assessment becomes a read-only record. You can still open it to view it, print it, and share it, but the content is fixed. It will show a Signed status in the assessments table so your team knows it's finalised.
If you spot an error after signing, you'll need to discuss the situation with your Admin as there is no self-serve way to unlock a signed assessment.
Printing an Assessment [#printing-an-assessment]
There are two separate print options inside the assessment modal, one for the form and one for the report.
**Print Form** generates a PDF of the filled assessment form, showing all the questions and the answers given. Use this when you need a record of the raw assessment data.
**Print Report** generates a PDF of the written report, whether that was AI-generated or typed manually. Use this when you need a clinical narrative suitable for sharing with families, other professionals, or for inclusion in referral documents.
Both options are available regardless of whether the assessment has been signed or not.
Common Questions [#common-questions]
Yes. You can print the form or the report at any point, signed or unsigned. Signing doesn't affect your ability to print.
There's no way to edit a signed assessment. Speak with your Admin about the best way to handle the correction, which may involve creating a new assessment submission with the corrected information.
The assessment needs to be saved at least once before the signature option appears. Save the form first and then reopen it.
The Print Report option is only useful if there's report content to print. If no report has been written or generated yet, the printed output will be blank or minimal. Generate or write a report first before printing it.
# Metanoa Documentation (Framework Mode): Billing Analytics
URL: /de/docs/billing-payments/billing-analytics
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/billing-analytics.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The main Billing page gives Admins and staff with branch-level responsibility a full picture of your organization's financial activity. You'll find it by clicking Billing in the left sidebar. It has three tabs: Analytics, Payments, and Rate Plans.
Analytics Tab [#analytics-tab]
The Analytics tab is a dashboard of revenue and client journey metrics for your organization. The cards are draggable so you can arrange them however works best for you.
**Monthly Revenue** shows a bar chart of revenue by month for the year you select. Use the year picker on the card to look at previous years.
**Department Revenue** shows revenue broken down by department for the current month, so you can see which therapy areas are generating the most income.
**Client Journey Funnel** shows how clients are moving through your organization's pipeline, from leads through to active and completed. Use the month and year picker to look at different periods.
Payments Tab [#payments-tab]
The Payments tab has two cards: Session Payments and Organisation Wallet.
**Session Payments** shows every session payment across your organization in one table. You can search by client name or therapist, filter by date range, and page through results. The default view shows the last 7 days, so widen the date range if you need to see older payments. Click any row to open the Session Details dialog and review or charge that payment.
**Organisation Wallet** shows wallet transactions from all clients in one view. You can see the total balance across all client wallets at the top, then browse individual transactions below. Use "Go to profile" on any transaction row to jump directly to that client's Billing tab.
Rate Plans Tab [#rate-plans-tab]
The Rate Plans tab is where you manage your organization's pricing. See the Rate Plans page for full details on creating, editing, and managing plans.
Customising Which Cards You See [#customising-which-cards-you-see]
If you want to hide cards you don't use, click the settings icon in the top right of the Billing page header. You'll see a list of all available cards with toggles to show or hide each one. Your preferences are saved in your browser so the layout stays the way you set it.
**Common Questions**
Billing being visible in the sidebar and having permission to view its contents are two separate things. Ask your Admin to check your billing role permissions.
Check that you have the right date period selected on each card. If your organization is new to billing, there may not be any charged sessions yet, so the charts will be empty until payments start flowing through.
Only if they have billing permissions assigned to their role. Most therapist roles won't have access to the organization-wide Billing page, but they may be able to see billing on individual client profiles depending on how your roles are configured.
# Metanoa Documentation (Framework Mode): Client Wallet
URL: /de/docs/billing-payments/client-wallet
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/client-wallet.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Every client in Metanoa has a wallet that tracks their balance and the history of every transaction on their account. This page explains how the wallet works and how to add, edit, or remove transactions.
Understanding the Wallet Balance [#understanding-the-wallet-balance]
The available balance shown on a client's wallet is the sum of all completed incoming transactions minus all completed outgoing transactions. Think of it as the running total of what the client has paid versus what has been charged against their account.
Transactions that are still pending don't affect the balance yet. They only count once they're marked as completed.
Transaction Types [#transaction-types]
Metanoa supports four types of wallet transactions so you can record exactly what each movement of money represents.
**Session** is for payments tied to a specific therapy session. These are usually created automatically when a session is charged.
**Adjustment** is for manual corrections, so if you need to credit or debit a client's account for any reason outside of a session, this is the type to use.
**Refund** is for returning money to a client.
**Other** covers anything that doesn't fit the above categories.
Each transaction also has a direction. Incoming means money received from the client, and outgoing means money going back to them.
Transaction Statuses [#transaction-statuses]
**Pending** means the transaction has been recorded but hasn't been applied to the balance yet. Pending transactions can be edited or deleted.
**Completed** means the transaction has been applied to the balance and is final. Completed transactions cannot be deleted.
**Cancelled, Failed, and Refunded** are other end states that a transaction can reach depending on what happened.
How Do I Add a Transaction? [#how-do-i-add-a-transaction]
**Let's Add a Wallet Transaction**
1. **Open the client's Billing tab** by selecting the client from your Clients list
2. **Find the Client Wallet card** in their billing layout
3. **Click "Add Transaction"**
4. **Enter the amount** for the transaction
5. **Select the type** from session, adjustment, refund, or other
6. **Select the direction** as incoming or outgoing
7. **Add a comment** if you want to note what the transaction is for
8. **Set a pay-by date** if relevant
9. **Click Save** and the transaction appears in the list
And you're all set! If the transaction is completed it will update the client's available balance straight away.
Editing and Deleting Transactions [#editing-and-deleting-transactions]
You can edit or delete a transaction as long as it's still pending. Once a transaction reaches completed status it can no longer be deleted, so make sure the details are right before completing it.
To edit, find the transaction in the client's wallet list and open it. To delete, use the delete option on the same transaction row.
**Common Questions**
Yes. The main Billing page has an Organisation Wallet view under the Payments tab that shows transactions across all clients. You can search and filter there and click "Go to profile" on any row to jump straight to that client's Billing tab.
The balance only updates for completed transactions. If you added a transaction but left it as pending, it won't show in the available balance until it's completed.
Yes. Wallet transactions are independent from session payments, so you can add adjustments, refunds, or any other transaction type at any time regardless of what happened with the session payment.
A refund is specifically for returning money to a client. An adjustment is a more general correction, so you'd use it for credits, discounts, or any balance fix that isn't a formal refund.
# Metanoa Documentation (Framework Mode): Link rate plan to Client
URL: /de/docs/billing-payments/link-rate-plan-to-client
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/link-rate-plan-to-client.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
By default, every client uses your organization's default rate plan. If a client is on different pricing, you can link a specific rate plan to them so their sessions are always billed at the right rates.
How Do I Link a Rate Plan to a Client? [#how-do-i-link-a-rate-plan-to-a-client]
**Let's Link a Rate Plan**
1. **Go to the Clients list** and select the client
2. **Click the Billing tab** in their profile
3. **Find the Rate Plan card** at the top of their billing layout
4. **Click "Change"** to open the rate plan selector
5. **Select the rate plan** you want to assign to this client
6. **Save** and the client is now linked to that plan
And you're all set! Any session payments created for this client going forward will use the new rate plan.
How Do I Switch a Client Back to the Default Plan? [#how-do-i-switch-a-client-back-to-the-default-plan]
If a client no longer needs a custom rate plan, you can unlink them so they go back to using the default.
**Let's Unlink a Rate Plan**
1. **Go to the client's Billing tab**
2. **Click "Change"** in the Rate Plan card
3. **Choose the option to use the default plan** instead of selecting a specific one
4. **Save** and the client is back on the default rate plan
And you're done!
What the Rate Plan Card Shows You [#what-the-rate-plan-card-shows-you]
When you open a client's Billing tab, the Rate Plan card tells you which plan is currently active for that client. If they've been assigned a specific plan, you'll see that plan's name. If they haven't, you'll see the default plan being used.
**Common Questions**
No. Session payments that have already been created keep the amounts they were generated with. The new rate plan only applies to session payments created after the change.
Yes. You can assign any rate plan to as many clients as you need.
Your role may not have permission to edit billing. Ask your Admin to check your billing permissions.
# Metanoa Documentation (Framework Mode): Rate Plans
URL: /de/docs/billing-payments/rate-plans
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/rate-plans.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A rate plan is your organization's price list for therapy services. It defines what each session type costs so that when a session is signed, Metanoa knows exactly how much to bill. This page covers how to create and manage rate plans.
What's in a Rate Plan? [#whats-in-a-rate-plan]
Each rate plan has a name and a list of services. Every service in the plan represents one type of therapy session and includes the department it belongs to, the service name, a CPT code, the session duration, and the amount to charge.
You can have multiple rate plans, which is useful if different clients are on different pricing arrangements. One plan must always be marked as the default, and that's the plan used for any client who hasn't been assigned a specific one.
Creating a Rate Plan [#creating-a-rate-plan]
**Let's Create a New Rate Plan**
1. **Click Billing** in the left sidebar to open the main Billing page
2. **Go to the Rate Plans tab**
3. **Click "Add"** to open the new plan form
4. **Give the plan a name** that makes it easy to identify, like "Standard Rates" or "Subsidised Plan"
5. **Add each service** by filling in the department, service name, CPT code, duration, and amount
6. **Save the plan** and it will appear in your rate plans list
And you're all set! The plan is ready to be assigned to clients or set as your default.
Editing a Rate Plan [#editing-a-rate-plan]
You can edit a rate plan's name and update the amount for any service at any time. When you update a service amount, Metanoa records the change in the plan's history so you have an audit trail of what changed and when.
**Let's Update a Service Amount**
1. **Go to the Rate Plans tab** in the main Billing page
2. **Click the rate plan** you want to edit
3. **Find the service** whose amount you want to change
4. **Update the amount**
5. **Add a change reason** if you want to note why the amount changed
6. **Save** and the new amount takes effect for future session payments
Heads up, changing a rate plan's amounts doesn't affect session payments that have already been created. Only new session payments going forward will use the updated amounts.
Duplicating and Deleting Plans [#duplicating-and-deleting-plans]
If you want to create a plan that's similar to an existing one, use the duplicate option to copy it and then make your edits. This saves time compared to building a new plan from scratch.
You can delete a plan as long as it's not the current default. If you want to delete the default plan, you'll need to mark a different plan as the default first.
Setting a Default Plan [#setting-a-default-plan]
The default rate plan is the fallback for any client without a specific plan assigned. To change which plan is the default, open that plan and mark it as default. The previous default will automatically stop being the default.
Your organization must always have at least one default plan. If no default exists, Metanoa will create one automatically.
**Common Questions**
It affects future session payments only. Any session payments already created won't change, even if they're still pending.
Yes. You can mark a plan as inactive, which means it stays in your list for reference but can't be assigned to new clients.
Those clients will fall back to the default rate plan automatically.
# Metanoa Documentation (Framework Mode): Session Payments
URL: /de/docs/billing-payments/session-payments
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/session-payments.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
A session payment is the bill that Metanoa generates when a therapy session is signed. This page explains what session payments look like, how their status works, and how to charge one when you're ready.
Understanding Session Payment Statuses [#understanding-session-payment-statuses]
Every session payment has a status that tells you where it stands.
**Pending** means the bill has been created but hasn't been charged yet. You can still open the payment, review it, add comments, and mark it as charged when you're ready. This is the only status where you can make changes.
**Charged** means the session has been finalized. The amount has been applied to the client's wallet and no further edits are possible. Charged payments are read-only.
Heads up, once you charge a session it cannot be undone, so it's worth reviewing the details before you confirm.
What's Inside a Session Payment? [#whats-inside-a-session-payment]
When you open a session payment you'll see the session date, the line items showing the CPT code, description, unit price, and quantity, and the total amount. You'll also see a comments field where you can log quick notes like "No-show" or "Late arrival" before charging.
How Do I Charge a Session? [#how-do-i-charge-a-session]
You can charge a session from two places: the main Billing page under the Payments tab, or from a client's Billing tab. Both open the same Session Details dialog.
**Let's Charge a Session**
1. **Find the session payment** by browsing or searching in the Payments tab or the client's Billing tab
2. **Click the row** to open the Session Details dialog
3. **Review the line items and total** to make sure everything looks correct
4. **Add a comment** if needed, using the quick tags like `No-show` or `Late arrival` or typing your own
5. **Turn on "Charge this session"** using the toggle
6. **Click Save** and a confirmation dialog will appear
7. **Confirm** and the session is marked as charged
And you're all set! The session payment is now finalized and the client's wallet is updated.
Searching and Filtering Session Payments [#searching-and-filtering-session-payments]
On both the main Payments tab and the client Billing tab, you can search by client name, therapist name, or other fields. The default date filter shows the last 7 days, so if you're looking for older payments make sure to widen the date range.
**Common Questions**
No. Charged payments are permanent and read-only. If there's an error in a charged session, the right approach is to handle the correction through the client's wallet using an adjustment transaction.
The session payment itself can't be changed once charged. You can add a manual adjustment in the client's wallet to correct the balance. See the Client Wallet page for how to do that.
They're notes only. They don't change the amount or the status, they're just there so you can log what happened before finalizing the charge.
# Metanoa Documentation (Framework Mode): Understanding Billing
URL: /de/docs/billing-payments/understanding-billing
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/billing-payments/understanding-billing.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Billing in Metanoa connects three things together: the price of a service, the sessions your clients attend, and the money that moves in and out of their account. Once you understand how these three pieces fit together, everything else in billing makes sense.
The Three Building Blocks [#the-three-building-blocks]
**What is a rate plan?**
A rate plan is where you set the price for each type of therapy session your organization offers. Think of it as your price list. It lists each service by department, duration, and amount, so when a session happens, Metanoa already knows what to charge.
Every client uses a rate plan. If you haven't assigned one to a specific client, they automatically use your organization's default plan.
**What is a session payment?**
When a therapy session is signed off by a therapist, Metanoa generates a session payment. This is the bill for that session. It shows the service, the amount, and whether it has been charged yet.
Session payments start as pending, which means the bill exists but no money has moved yet. Once you mark it as charged, it's finalized and the client's wallet is updated.
**What is a client wallet?**
Every client has a wallet in Metanoa that tracks their balance and transaction history. Think of it as a ledger for that client. Money comes in when a client pays, and goes out when a session is charged or a refund is processed.
The wallet gives you a clear picture of where a client stands financially at any point in time.
How They Work Together [#how-they-work-together]
The flow looks like this. A therapist runs a session and signs it off. Metanoa creates a session payment using the client's rate plan to calculate the amount. That payment sits as pending until someone on your team reviews it and marks it as charged. When it's charged, the client's wallet reflects the transaction.
That's the core loop, and everything else in billing builds on top of it.
Who Can See and Use Billing? [#who-can-see-and-use-billing]
Billing is available to staff with billing permissions assigned to their role. The main Billing page, which shows organization-wide data, revenue charts, and all session payments across your organization, is intended for Admins and staff with branch-level responsibility.
Client-level billing, like viewing a specific client's session payments or wallet, is available to anyone with billing view access.
If you can't see the Billing menu item in the sidebar, your role may not have billing access yet. Ask your Admin to check your permissions.
**Common Questions**
No. A session payment is only created when a therapist signs the session. Booking a session doesn't generate a bill.
They'll use your organization's default rate plan automatically, so their sessions will still be priced correctly.
Yes. Wallets are created automatically the first time you open a client's billing tab, so there's nothing to set up in advance.
# Metanoa Documentation (Framework Mode): Absolute basics I need to know
URL: /de/docs/getting-started/absolute-basics-i-need-to-know
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/absolute-basics-i-need-to-know.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa is built around a few key concepts, and once you understand these, everything else clicks into place.
} title="Organization">
In Metanoa, your organization is your practice or company.
} title="Branch">
A clinic within your organization with its own departments, staff, clients etc.
} title="Departments">
Organize a clinic by therapy types like Occupational Therapy or Speech Therapy.
} title="Roles">
Roles along with permissions control what each person can do in Metanoa.
} title="Staff">
Anyone on your team who logs into Metanoa to do their work.
} title="Client">
The person receiving therapy at your clinic.
**Common Questions**
Absolutely! They just need to be added as a team member in each branch where they'll be working and can then switch between branches using the dropdown in the top right corner.
Yes! All settings, including roles, are at the branch level, so you could be an Admin in one branch while being a Therapist in another.
Yes! A team member can belong to multiple departments if they work across different therapy areas.
You'll see completely different clients, appointments, and team members since each branch operates independently within your organization.
These are separate things in Metanoa. A client is someone receiving services, while a user is a staff member who logs in. They're tracked differently in the system.
Clients and their families don't log into Metanoa directly. Only users, meaning your clinic staff, have login access to manage appointments and records.
Not automatically, since clients belong to the branch where they were added. If someone needs to be seen at a different location, they'd need to be added to that branch separately.
No, therapists only see clients in departments they're assigned to. This keeps clinical access focused on each therapist's area of work.
Yes! Role names are just labels. You can customize the permissions attached to each role by going to Settings and clicking Roles & Permissions.
# Metanoa Documentation (Framework Mode): First-Time Setup
URL: /de/docs/getting-started/first-time-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/first-time-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What should I do on my first day? [#what-should-i-do-on-my-first-day]
Whether you're setting up your clinic or joining an existing team, here's how to make your first day productive!
**If You're the Owner Setting Up**
Here's the recommended order to get your clinic running.
1. **Update your organization details** by going to Settings and clicking Organization
2. **Create your departments** like OT, SLT, Psychology, or whatever therapy types you offer
3. **Add your team members** with their roles and department assignments
4. **Add a branch** if you have multiple locations
5. **Do a test run** by creating one test client and booking a session to make sure everything works
**If You're Joining an Existing Clinic**
Here's how to get oriented quickly.
1. **Log in** with the email and password your Admin shared with you
2. **Update your profile** by clicking your name in the bottom left corner
3. **Check your schedule** to see what's on your calendar
4. **Explore a client profile** to see how information is organized
5. **Ask your Admin** if you have questions about your access or what you can do
**Good to Know**
* Most clinics are fully operational within an hour of starting setup
* You can add clients as they come in, there's no pressure to migrate everyone at once
* Everything in Metanoa can be adjusted as your clinic grows and changes
**Related Topics**
* How do I add a new team member?
* How do I create a department?
* How do I schedule a session?
# Metanoa Documentation (Framework Mode): I’m a clinic administrator
URL: /de/docs/getting-started/i-m-a-clinic-administrator
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-clinic-administrator.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): I’m a clinic owner
URL: /de/docs/getting-started/i-m-a-clinic-owner
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-clinic-owner.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): I’m a therapist
URL: /de/docs/getting-started/i-m-a-therapist
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/i-m-a-therapist.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Registration & profile setup
URL: /de/docs/getting-started/registration-profile-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/getting-started/registration-profile-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Head to web.metanoa.ai/register, enter your clinic name, email, and a password, and you're in!
**Let's Get You Set Up**
Creating your Metanoa account takes just a couple of minutes.
1. **Go to web.metanoa.ai/register** and you'll see a simple registration form
2. **Enter your organization name**, which is your clinic or practice name
3. **Add your email** and this becomes your login for the account
4. **Create a password** with at least 6 characters and type it twice to confirm
5. **Click "Create Account"** and you'll see a success message, then get redirected to log in
6. **Sign in with your new email and password** and you're all set!
You're now the Owner with full control to add team members, create branches for each location, and customize your clinic's settings.
How do I log in to Metanoa? [#how-do-i-log-in-to-metanoa]
Already have an account? Getting back into Metanoa is quick and easy.
**Let's Log You In**
1. **Go to web.metanoa.ai** in your browser
2. **Enter your email address** that you used when your account was created
3. **Enter your password** that was set up for your account
4. **Click "Sign In"** and you're all set!
How do I set up my profile? [#how-do-i-set-up-my-profile]
Want to personalize your Metanoa account? You can update your display name, change your password, and adjust your preferences all from Settings
**Let's Update Your Profile**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Profile"** to see your personal information
4. **Update your display name** by typing in your preferred name
5. **Click Save** and you're all set!
**Common Questions**
One email address creates one organization. If you need a second organization, you'll need to register with a different email. Within an organization, you can add as many branches as you need.
You can add as many branches as you need under one organization.
Nope! You can log in and start using Metanoa right away.
Metanoa doesn't send automatic welcome emails. Your login credentials come directly from whoever added you to the system, so reach out to your Owner or Admin if you haven't received them.
Your display name is what other team members see throughout Metanoa. You can update it anytime from your Settings.
Yes! Head to Settings to update your preferences including your time zone and language.
# Metanoa Documentation (Framework Mode): Building a Form
URL: /de/docs/library/building-a-form
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/building-a-form.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The form builder is where you create the assessments and intake forms your team uses with clients. You can add questions, text fields, rating scales, tables, and more, then preview everything before publishing. This page walks you through how to build a form from scratch.
Creating a New Form [#creating-a-new-form]
Start by opening the right library for the form you're building. If it's a department assessment, open that department's library. If it's an intake form for all clients, open the Onboarding library.
**Let's Create a New Form**
1. **Click Library** in the left sidebar
2. **Select the library** where the form belongs
3. **Click "Create New Form"** at the top of the library
4. **Enter a form name** that clearly describes what the form is for
5. **Press Enter or confirm** and the form builder opens ready for you to start adding content
You're now inside the form builder and can start adding your questions and fields.
Adding Elements to the Form [#adding-elements-to-the-form]
Everything in a form is an element. Questions, headings, tables, and text blocks are all elements that you add and arrange. To add one, click the `+` button or the `Add Element` button and choose what you want to insert.
Here's what's available and when to use each type.
**Text responses** are for open answers. Use Short Answer for a single line of text and Long Answer when you want a larger text area for more detailed responses.
**Multiple choice options** let clients or therapists select from a set of answers. Multiple Choice gives one selection, Checkboxes allow more than one, Dropdown works well when there are many options to choose from, and Multi-Select is like checkboxes in a dropdown format.
**Layout elements** help structure the form visually. Use Label to add a heading or instruction that isn't a question. Use Collapsible Section to group related questions under an expandable heading, which is useful for longer forms. Use Table when you need to capture information in rows and columns.
**Date Picker** adds a date selection field, useful for recording dates of observations or events.
**Image Upload** lets the person completing the form attach an image, useful when visual documentation is part of the assessment.
**Text formatting** elements like Heading 1, Heading 2, Bullet List, and Numbered List help you organise instructions and contextual information within the form.
Arranging and Editing Elements [#arranging-and-editing-elements]
Once you've added an element you can click into it to edit the label, add help text, or set it as required. Required fields must be filled before the form can be saved, so use this for fields that are clinically essential.
You can drag elements to reorder them, which is useful when you want to reorganise sections after adding content.
Previewing the Form [#previewing-the-form]
Before publishing, use the `Preview` button to see exactly how the form will look and behave when a therapist opens it for a client. It's worth checking through the whole form in preview to catch anything that doesn't look right.
Preview doesn't save any changes, it's purely for reviewing the layout and flow.
Saving Your Work [#saving-your-work]
Click `Save` regularly as you build. Saving keeps a draft of the form that only you can see in the builder. It doesn't make the form available to therapists yet, so you can save and come back without worrying about publishing something unfinished.
When the form is ready, see Publishing and Managing Forms for how to publish and make it live.
Common Questions [#common-questions]
Yes. You can add as many of any element type as the form needs. There's no limit on the number of questions or sections.
Label is a simple text element for adding instructions or context inline in the form. Heading elements (Heading 1, Heading 2, Heading 3) are for structured section titles with visual hierarchy. Use Labels for short instructional text and Headings for named sections.
Forms belong to the library they were created in and can't be moved or shared directly between libraries. If you need a similar form in another department, building it fresh in that library is the quickest approach.
No. Drafts are only visible in the form builder. Therapists only see forms that have been published. See Publishing and Managing Forms for how publishing works.
# Metanoa Documentation (Framework Mode): Core Forms
URL: /de/docs/library/core-forms
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/core-forms.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Core forms are system-level forms that Metanoa uses for fundamental client data like profiles and patient records. You'll see them in the Library, but they work differently from department or onboarding forms and aren't something most Admins will need to change.
What Are Core Forms? [#what-are-core-forms]
Core forms power the structured data fields that appear across client profiles in Metanoa. Examples include the Profile form, which captures a client's overview information, and the Patient form, which stores core client details.
These forms exist at the system level, which means they're part of how Metanoa is built rather than something your organization created. They appear in the Library so that Admins can see them, but they have restrictions on editing that department and onboarding forms don't have.
Where Core Forms Appear [#where-core-forms-appear]
Core forms don't appear as assessments in a department's Assessments tab. They show up in specific places across a client's profile depending on their purpose. For example, the Profile form drives the overview section on a client's profile page.
When a therapist or frontdesk staff member fills in a client's profile information, they're completing a core form, even if it doesn't look like an assessment in the traditional sense.
Do I Need to Manage Core Forms? [#do-i-need-to-manage-core-forms]
For most organizations, the answer is no. Core forms are part of your Metanoa setup and work out of the box. You don't need to publish or activate them the way you would a department form.
If you feel a core form needs to be changed or extended, that's a conversation to have with the Metanoa team rather than something to edit directly in the Library.
Common Questions [#common-questions]
Core forms have restrictions that prevent the same level of editing as department or onboarding forms. If you need changes to core forms, reach out to the Metanoa team.
The Library shows all its libraries so Admins have a complete picture of what exists in the system. Seeing them doesn't mean you're expected to manage them the same way as your own forms.
Core forms have safeguards in place. If you're unsure whether something was changed, reach out to the Metanoa team to check.
# Metanoa Documentation (Framework Mode): Department Libraries
URL: /de/docs/library/department-libraries
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/department-libraries.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Every department in Metanoa has its own dedicated library. This is where you manage the forms that therapists in that department use with clients. This page is for Admins and department leads who are responsible for setting up and maintaining those forms.
How Department Libraries Work [#how-department-libraries-work]
When a department is created in Metanoa, a library is automatically created for it with the same name. The two are permanently linked, which means anything you publish in that library flows directly into the assessments tab for clients in that department.
There's no configuration needed to make this connection work. It happens automatically, so your job is to focus on getting the right forms into the right library.
Finding a Department's Library [#finding-a-departments-library]
**Let's Find a Department Library**
1. **Click Library** in the left sidebar to open the Library
2. **Browse the list of libraries** on the left side of the screen
3. **Click the library** named after the department you want to manage, for example "Occupational Therapy" or "Speech and Language Therapy"
4. **You're now inside that department's library** and can see all its forms
From here you can create new forms, open existing ones, or check what's currently published and active.
Adding a New Form to a Department [#adding-a-new-form-to-a-department]
To add a new assessment to a department, you create the form inside that department's library and publish it. Once published, it appears automatically for all clients in that department.
**Let's Add a Form to a Department**
1. **Open the department's library** by clicking it in the Library sidebar
2. **Click "Create New Form"** at the top of the library
3. **Give the form a name** that clearly describes what it assesses
4. **Build the form** by adding your questions and fields in the form builder
5. **Click Publish** when the form is ready
6. **Go to a client in that department** and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form is now live for every client in that department.
For full detail on building forms, see Building a Form.
What Happens When a New Department Is Created [#what-happens-when-a-new-department-is-created]
Whenever your Admin creates a new department, Metanoa automatically creates a matching library for it. The library will be empty to start with, so someone will need to add and publish forms before therapists in that department see any available assessments.
If you've just set up a new department and therapists are seeing a blank Assessments tab, the next step is to go into that department's library in the Library and get the forms built and published.
Common Questions [#common-questions]
Not directly. Forms belong to the library they were created in. If you need the same form in another department, the quickest approach is to recreate it in the other department's library. If you find yourself needing the same forms across many departments, it's worth planning your form library structure carefully upfront.
Each library is created when the department is created, so if a library is missing it may mean the department itself hasn't been set up yet. Ask your Admin to check the department configuration.
The library name follows the department name. If you need to rename it, the department name would need to be updated, which your Admin can do in the department settings.
# Metanoa Documentation (Framework Mode): How the Library Works
URL: /de/docs/library/how-the-library-works
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/how-the-library-works.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
The Library is where your organization creates and manages the forms that therapists use with clients. Everything you build here flows directly into the assessments, onboarding, and profile forms that staff see on client profiles.
What Is the Library? [#what-is-the-library]
Think of the Library as your organization's form management hub. It's where Admins and department leads create clinical forms, update them over time, and control which ones are active. Therapists don't build forms, they just use what's been set up here.
You'll find the Library by clicking `Library` in the left sidebar. If you don't see it, your role may not have Library access, so check with your Admin.
How the Library Is Organised [#how-the-library-is-organised]
The Library is divided into libraries. Each library is a container for a specific set of forms, and the type of library determines where those forms appear for staff and clients.
There are three types of libraries.
**Department libraries** are linked to a specific department in your organization, like Occupational Therapy or Speech and Language Therapy. Forms you publish in a department library appear as available assessments for every client enrolled in that department. Each department has exactly one library, and it's created automatically when the department is set up.
**The Onboarding library** holds intake and case history forms that apply across the whole organization rather than to a specific department. Forms here appear under the Onboarding tab on a client's Progress section, not inside any department. See Onboarding Forms for more detail.
**Core libraries** hold system-level forms like the client Profile and Patient forms. These are built into Metanoa and work differently from department or onboarding forms. See Core Forms for more detail.
How the Library Connects to What Therapists See [#how-the-library-connects-to-what-therapists-see]
The connection is direct and automatic. When you publish a form in a department library, it immediately appears as an available assessment for clients in that department. When you unpublish or deactivate it, it disappears. There's no separate step to assign forms to clients or departments.
This means the Library is the single place where you control what assessments exist across your organization. Getting forms right here means therapists always have what they need.
Common Questions [#common-questions]
Staff with Library view or edit permissions, which is typically Admins and department leads. Therapists generally don't have Library access since their role is to use forms rather than build them.
Each department has one library that's automatically linked to it. You can create additional libraries manually but they won't be automatically connected to a department's assessments tab, so it's best to work within the existing department library.
A brand new organization will have libraries set up but no forms inside them yet. Someone with edit access needs to create and publish forms before they appear for therapists. Start with Building a Form for the step-by-step guide.
# Metanoa Documentation (Framework Mode): Publishing and Managing Forms
URL: /de/docs/library/publishing-and-managing-forms
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/library/publishing-and-managing-forms.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Building a form is only half the job. Publishing it is what makes it available to therapists, and knowing how to update or retire forms safely is just as important as creating them. This page covers the full lifecycle of a form from draft to live to retired.
The Difference Between Saving and Publishing [#the-difference-between-saving-and-publishing]
When you save a form in the builder, you're saving a draft that only exists in the Library. Therapists can't see it and clients won't encounter it yet.
When you publish a form, you're releasing it so it appears as an available assessment for clients in that department (or in the Onboarding tab, for onboarding forms). Publishing is the step that makes a form real for your team.
How to Publish a Form [#how-to-publish-a-form]
**Let's Publish a Form**
1. **Open the form** in the form builder from its library in the Library
2. **Review the form** and make sure it's complete and correct
3. **Click Preview** to check how it looks before making it live
4. **Click Publish** when you're satisfied with the form
5. **Go to a client's profile** in the relevant department and open their Assessments tab to confirm the form is now showing as available
And you're all set! The form is now live for every client in that department.
Updating a Published Form [#updating-a-published-form]
You can edit a published form at any time. Open it in the form builder, make your changes, and save. When you're ready to push the changes live, click Publish again.
Heads up, updating and republishing a form affects new submissions going forward. Assessments that have already been completed and saved by therapists are not affected by changes to the form, so your existing clinical data stays intact.
Deactivating a Form [#deactivating-a-form]
If a form is no longer needed but you don't want to delete it entirely, you can deactivate it. A deactivated form stops appearing as an available assessment for new submissions, but all completed submissions made using that form remain on client profiles and can still be viewed and printed.
Deactivating is a safe way to retire a form without losing any historical data.
Deleting a Form [#deleting-a-form]
Deleting a form removes it from the Library permanently. Like deactivating, completed submissions are kept on client profiles and remain accessible, but the form won't be available for any new submissions.
Heads up, deletion is permanent, so if there's any chance you might need the form again, deactivating is the safer choice.
What Happens to Completed Assessments When You Change a Form [#what-happens-to-completed-assessments-when-you-change-a-form]
This is an important thing to understand. If a therapist has already completed and saved an assessment using a version of the form, that submission is a fixed record tied to the form as it was at the time of completion. Changes you make to the form afterwards don't alter those existing submissions.
This means you can safely update a form's questions or structure without worrying about corrupting existing client data. Old submissions stay exactly as they were.
Common Questions [#common-questions]
Yes. Deactivating a form takes it out of the available assessments list without deleting it or affecting any completed submissions. You can reactivate it later if needed.
First confirm the form is published and active in the correct library. Then check that the library is the right one for that department. If it's a department form, the library must be linked to the correct department. If everything looks right and it's still not appearing, check with your Admin.
The form builder tracks versions when you publish, so you can see what was published and when. For a detailed audit of changes, check with your Admin.
Deleting a library removes all the forms in it from the Library. Completed submissions by therapists are preserved on client profiles, but the forms won't be available for new submissions. Department libraries linked to an active department can't be deleted independently, they're removed when the department itself is deleted.
# Metanoa Documentation (Framework Mode): Adding Clients
URL: /de/docs/managing-clients/adding-clients
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/adding-clients.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new client? [#how-do-i-add-a-new-client]
Ready to register a new patient? Adding a client takes just a minute and you can always add more details later.
**Let's Add Your Client**
1. **Go to Clients** from the main menu on the left
2. **Click the "Add Client" button** in the top right corner
3. **Upload a profile photo** if you have one by dragging and dropping an image or clicking Upload Files
4. **Enter the client's name** in the Name field, which is the only required field
5. **Choose a department** from the dropdown if your clinic uses departments like OT, SLT, or Psychology
6. **Select the date of birth** by clicking the date field and picking from the calendar
7. **Pick the gender** by clicking Male or Female
8. **Scroll down to add contact details** including Phone, Email, and Address
9. **Click Submit** and you're all set!
Your new client will appear in the client list right away and you can start scheduling sessions for them.
**Good to Know**
* Profile images are optional and support formats like PNG, JPG, JPEG, GIF, and WEBP
* The Department field links the client to a specific service area, which helps with organizing and reporting
* Most fields besides Name are optional, so don't worry if you don't have all the information right away
**Related Topics**
* How do I edit client information?
* How do I assign a therapist to a client?
**Common Questions**
* **What happens if I click Submit without entering a name?** The system will show an error and won't let you save until you fill in the Name field since it's required.
* **Can I change the client's information after adding them?** Yes, if your role has permission to edit client profiles, you can update their information anytime.
***
What information do I need to register a client? [#what-information-do-i-need-to-register-a-client]
The only required field is the client's name! Everything else is optional but helpful.
**Helpful Information to Gather**
* **Name** is required so you can identify the client
* **Date of birth** helps calculate their age automatically
* **Department** connects them to the right therapy area
* **Phone and email** for family contact information
* **Address** for records and correspondence
**Good to Know**
* You can always add more details later as you gather information
* The more complete the profile, the easier it is to track and report on progress
**Related Topics**
* How do I add a new client?
* How do I edit client information?
# Metanoa Documentation (Framework Mode): Client Assignment
URL: /de/docs/managing-clients/client-assignment
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/client-assignment.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I assign a therapist to a client? [#how-do-i-assign-a-therapist-to-a-client]
Connecting clients to therapists happens through department assignments and scheduling.
**How Assignment Works**
When you add a client to a department, all therapists assigned to that department can see and work with that client. You can also assign specific therapists through the scheduling process.
**Good to Know**
* Department access is the primary way visibility is controlled
* When you schedule a session, you specify which therapist will see the client
* A client can be seen by multiple therapists if they're in multiple departments or if therapists share department access
**Related Topics**
* How do I create a department?
* How do I schedule a session?
# Metanoa Documentation (Framework Mode): Client Details
URL: /de/docs/managing-clients/client-details
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/client-details.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I edit client information? [#how-do-i-edit-client-information]
Need to update a client's contact details or add missing information? It's easy to make changes.
**Let's Edit Their Information**
1. **Go to Clients** and find the client you want to update
2. **Click on their name** to open their profile
3. **Click the Edit button** or find the field you want to change
4. **Make your updates** to any information that needs changing
5. **Click Save** and you're all set!
**Good to Know**
* Only team members with edit permissions can make changes to client profiles
* Changes are saved immediately and visible to others with access
* The client's history and past documentation isn't affected by profile updates
**Related Topics**
* How do I add a new client?
* What do the columns on the Clients page mean?
***
How do I manage a client's wallet? [#how-do-i-manage-a-clients-wallet]
The wallet feature lets you track payments, deposits, and balances for each client.
**Let's Add a Wallet Transaction**
1. **Find the client** in your client list and click the three-dot menu in the Actions column
2. **Click Wallet** to open the wallet management screen
3. **Choose the Direction** by clicking Incoming if money is being added, or Outgoing if money is being deducted
4. **Enter the Amount** using numbers only, with decimals if needed
5. **Pick the Type** from the dropdown, which includes Credit Card, Cash, Bank Transfer, Check, Google Pay, Apple Pay, Refund, or Adjustment
6. **Check the Payment Date** which auto-fills with today's date but can be changed
7. **Add any Comments** like a reference number or reason for the transaction
8. **Click Add** and you're all set!
**Good to Know**
* Incoming means money added to the wallet like deposits or payments received, while Outgoing means money deducted
* Use Refund when you're returning money to the client, and Adjustment for internal corrections
* Only team members with billing permissions can manage wallets
**Related Topics**
* What is the client wallet?
* How does billing work in Metanoa?
# Metanoa Documentation (Framework Mode): Finding and Viewing Clients
URL: /de/docs/managing-clients/finding-and-viewing-clients
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/managing-clients/finding-and-viewing-clients.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I find a specific client? [#how-do-i-find-a-specific-client]
Looking for someone? You can search by name or scroll through your client list.
**Let's Find Your Client**
1. **Go to Clients** from the main menu on the left
2. **Use the search bar** at the top of the page and start typing the client's name
3. **Click on the client** from the results to open their profile and you're all set!
**Good to Know**
* Search matches names as you type, so you don't need to type the full name
* You'll only see clients from departments you have access to
* The client list shows basic info at a glance like name, age, and contact details
**Related Topics**
* How do I view a client's full profile?
* Why can't I see certain clients?
***
How do I view a client's full profile? [#how-do-i-view-a-clients-full-profile]
Opening a client's profile shows you everything in one place, including their history, assessments, goals, and session notes.
**Let's View Their Profile**
1. **Go to Clients** from the main menu
2. **Find the client** using search or scrolling
3. **Click on their name** or click the three-dot menu and choose "View"
4. **Explore the different tabs** to see their information, sessions, goals, and more and you're all set!
**Good to Know**
* The profile brings together all of a client's information in one place
* Different tabs organize information by category like Sessions, Goals, and Assessments
* Your access to certain sections depends on your role
**Related Topics**
* How do I edit client information?
* How do I add therapy goals for a client?
***
What do the columns on the Clients page mean? [#what-do-the-columns-on-the-clients-page-mean]
The client list shows you the most important details at a glance so you can quickly identify and manage your clients.
**Column Guide**
* **Name** displays the client's full name as entered when they were registered
* **MRN** shows the Medical Record Number, which is a unique identifier assigned to each client
* **Age** shows the client's current age calculated from their date of birth
* **Gender** displays Male or Female as selected during registration
* **Phone** shows the client's phone number, or a dash if none was entered
* **Email** shows the client's email address, or a dash if none was entered
* **Actions** contains the three-dot menu for viewing, managing wallet, or deleting the client
**Good to Know**
* The MRN helps you tell clients apart when two people have similar names
* A dash in any column just means that information wasn't entered, not that something is wrong
* Use the arrow buttons at the bottom to move between pages when you have lots of clients
**Related Topics**
* How do I find a specific client?
* How do I add missing client information?
# Metanoa Documentation (Framework Mode): Therapist Performance Report
URL: /de/docs/reports-analytics/therapist-performance-report
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports-analytics/therapist-performance-report.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Understanding Analytics
URL: /de/docs/reports-analytics/understanding-analytics
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/reports-analytics/understanding-analytics.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Department access explained
URL: /de/docs/roles-permissions/department-access-explained
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/department-access-explained.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Your access to client information depends on which departments you're assigned to. If you're an OT therapist working with a client who also gets SLT services, Metanoa automatically gives you the right level of access to both departments.
Let's understand department-based access [#lets-understand-department-based-access]
Here's how Metanoa manages your access to client information across departments.
Department access is all about making sure you can see the information you need while keeping client data organized. When you're added as a staff member, you get assigned to one or more departments like OT, SLT, Psychology, or Behavior Therapy. Clients also receive services from one or more departments.
Here's a practical example. Let's say you're Therapist A working in OT, and your colleague is Therapist B working in SLT. You have a client who receives services from both OT and SLT. Here's how your access works:
**Your access as Therapist A:**
* Full Edit access to the client's OT department information because that's your assigned department
* View Only access to the client's SLT department information through what we call **access via association**
**Your colleague's access as Therapist B:**
* Full Edit access to the client's SLT department information because that's their assigned department
* View Only access to the client's OT department information through access via association
This setup enables both therapists to see the full picture of the client's care while being able to edit the information in your own department.
**Common Questions**
Yes, you can work in as many departments as needed, and you'll have full Edit access to client information in all your assigned departments.
Your Admin can adjust your role's **Access Non-Assigned Departments** setting to No Access, which means you'll only see information from departments you're explicitly assigned to.
That's access via association working, so you can see the complete picture of the client's care even though SLT isn't your assigned department.
Access via association happens automatically if its set up at your role level in Roles & Permissions.
It depends on your role's permissions. Most clinics allow therapists to view other departments but not make changes, which is controlled by a setting called Access Non-Assigned Departments.
You won't be able to do this by default. Ask your Admin to add you to that department if you need full access.
# Metanoa Documentation (Framework Mode): Overview
URL: /de/docs/roles-permissions/overview
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/overview.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Metanoa uses roles and permissions to help you manage access for your team. Every staff member gets a role like Therapist or Front Office, and you can set up different permissions for each feature based on their role.
Let's understand how access control works [#lets-understand-how-access-control-works]
Here's how Metanoa helps you manage what your team can see and do.
Every staff member in your clinic has a role that determines their access level. You might have roles like Therapist, Front Office, Head of Department, or even Gate Security. Once you set up a role, you can customize what people in that role can do with different features in Metanoa.
For each feature like Client Profiles, Appointments, or Reports, you can set three types of permissions for each role:
1. **View** which means they can see the information but can't make changes
2. **Edit** which means they can see and change the information
3. **Delete** which means they can remove records
4. **No Access** which means they can't see that feature at all
Here's a practical example. You might give your Gate Security role View permission for Client Profiles so they can see who's coming in, but give your Front Office role Edit permission so they can update contact details and appointment information.
**Common Questions**
A role is the job title like Therapist or Front Office, and permissions are the specific things that role can do like View or Edit for each feature.
Yes, you can customize permissions for each feature separately so someone might have Edit access to Calendar but only View access to Reports.
Yes, you can create as many custom roles as you need so each one matches exactly what that team member should be able to do.
No. Permissions are set at the role level, so once a role is configured everyone assigned to it automatically gets the same access. This saves time when adding new team members.
Yes, you can adjust a role's permissions at any time to give more or less access to certain features.
Department access works alongside role permissions and adds another layer of control over what each team member can see. Check the related articles below to learn more.
# Metanoa Documentation (Framework Mode): Restrict department access
URL: /de/docs/roles-permissions/restrict-department-access
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/restrict-department-access.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Need to keep certain departments more private? Metanoa gives you two ways to control access. You can turn off access via association completely so staff only see their own departments, or you can make specific departments like Psychology visible only to staff who work there.
Let's set up department access restrictions [#lets-set-up-department-access-restrictions]
Here's how to control which departments your team can see.
Metanoa's default setup uses access via association, which means therapists can view information from other departments when they share clients. But sometimes you need tighter control, especially for sensitive departments like Psychology or when you want to keep departments completely separate.
Turning off access via association completely [#turning-off-access-via-association-completely]
If you want staff to only see departments they're explicitly assigned to, here's what to do:
1. **Go to Settings** and click on Roles & Permissions
2. **Select the role** you want to adjust, like Therapist or Front Office
3. **Find the Access Non-Assigned Departments setting** in the permissions list
4. **Change it to No Access** and you're all set!
Now staff with this role will only see clients and information from departments they're assigned to, even if those clients receive services from other departments.
Making specific departments private [#making-specific-departments-private]
If you want to keep access via association but create exceptions for certain departments, here's how:
1. **Go to Settings** and click on Departments
2. **Select the department** you want to restrict, like Psychology
3. **Find the Visible only to members setting** and turn it to Yes
4. **Click Save** and you're all set!
This setting overrides access via association, so now only staff assigned to Psychology can see that department's information, even if they share clients with therapists from other departments.
**Common Questions**
No Access turns off cross-department viewing for an entire role, while Visible only to members restricts just one department so only staff working there can see it.
Yes, you can set Access Non-Assigned Departments differently for each role, so your Therapists might have View Only access while your Front Office has No Access.
Yes, Owners can see all departments regardless of visibility settings because they need full access to manage the clinic.
It affects everyone with that role, so make sure you want all team members in that role to have restricted access before making the change.
Yes. The Visible only to members setting works department by department, so you can make Psychology private while keeping OT and SLT open.
You can fix this at any time by adding them to that department as a team member.
# Metanoa Documentation (Framework Mode): Set up roles & permissions
URL: /de/docs/roles-permissions/set-up-roles-permissions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/roles-permissions/set-up-roles-permissions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Setting up roles and permissions in Metanoa takes just a few minutes. You'll create roles that match your team's jobs, set what each role can do with different features, and then assign those roles to your staff members.
Let's set up your roles and permissions [#lets-set-up-your-roles-and-permissions]
Here's how to create the perfect access structure for your clinic.
Before you start adding team members, you'll want to set up the roles that match how your clinic works. You might need roles like Therapist, Front Office, Head of Department, or Gate Security, and each role gets its own set of permissions.
Creating a new role [#creating-a-new-role]
1. **Go** to Roles & Permissions
2. **Click Create New Role** in the top right corner
3. **Name your role** something clear like Front Office or Senior Therapist
4. **Click Create** and you're ready to set up permissions!
Setting up permissions for the role [#setting-up-permissions-for-the-role]
Now you'll customize what this role can do with each feature:
1. **Scroll through the list of features** like Client Profiles, Appointments, Reports, and Session Notes
2. **Pick the permission level** for each feature by choosing View, Edit, Delete, or No Access
3. **Set the Access Non-Assigned Departments option** to control whether this role can see other departments, usually View Only or No Access
4. **Click Save** and you're all set!
Your role is now ready to assign to team members. When you add someone to your team, just pick this role and they'll automatically get all the permissions you just set up.
**Common Questions**
Most clinics start with 3-5 basic roles and add more as needed, so don't overthink it at first.
The changes take effect immediately for everyone with that role, so they'll gain or lose access right away.
Start with broader permissions and tighten them later if needed. It's easier to remove access than to figure out why someone can't do their job.
That depends on how your clinic works. The Access Non-Assigned Departments setting controls this, so think about whether your Therapists need cross-department visibility before configuring it.
No. Any changes you make to a role apply immediately to everyone assigned to that role.
Start with a few standard roles like Therapist, Admin, and Front Office, then add more specialized roles as your clinic's needs become clearer.
# Metanoa Documentation (Framework Mode): Booking Sessions
URL: /de/docs/scheduling-on-calendar/booking-sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/booking-sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
There are two ways to book a session in Metanoa, and both open the same form, so choose whichever feels quicker based on the view you're in.
How do I book a session using the Schedule Session button? [#how-do-i-book-a-session-using-the-schedule-session-button]
The `Schedule Session` button sits in the top right corner of the calendar and works from any view, so it's always there when you need it.
**Let's Book a Session**
1. **Click** **`Schedule Session`** in the top right corner of the calendar and the form opens with today's date and the current time already filled in
2. **Choose your client** by searching their name in the client field
3. **Choose your therapist** from the therapist field
4. **Select the department** the session belongs to
5. **Set the date** if you want a different day from today
6. **Set the start time and end time,** keeping in mind the end time must be after the start time
7. **Click** **`Save`** and the session appears on the calendar
And you're all set!
How do I book a session by clicking a time slot? [#how-do-i-book-a-session-by-clicking-a-time-slot]
If you're in Day, Week, or Therapist view you can click any empty time slot to open the booking form with that date and time already filled in, so you don't have to type it manually.
**Let's Book a Session from the Calendar**
1. **Find the day and time** you want to book in Day, Week, or Therapist view
2. **Click the empty time slot** and the booking form opens with that date and time pre-filled
3. **Choose your client, therapist, and department**
4. **Adjust the end time** if needed
5. **Click** **`Save`** and the session appears right where you clicked
And you're all set!
What if I get an error about the client not being in the department? [#what-if-i-get-an-error-about-the-client-not-being-in-the-department]
If you see a message like "This client is not assigned to this department", it means the client hasn't been added to that department you have selected.
To fix it, go to the client's profile and assign them to the correct department first, then come back and book the session.
Common Questions [#common-questions]
Yes, you just can't click an empty slot to do it, so use the `Schedule Session` button in the top-right corner instead and the form opens just the same.
Sessions default to one hour, so if you need a different length just adjust the end time in the booking form before saving.
Yes, the `Send Notification` toggle is on by default but you can turn it off before clicking `Schedule Session` and no email will be sent.
That button only appears if your role has permission to create sessions, so if it's not there ask your Admin to check your access.
# Metanoa Documentation (Framework Mode): Managing Sessions
URL: /de/docs/scheduling-on-calendar/managing-sessions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/managing-sessions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
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 [#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-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-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**
No, cancellations are permanent and the session becomes read-only straight away, so double-check before confirming.
Cancelling keeps the session on the calendar as a record with a grey stripe so you know it didn't go ahead, while deleting removes it completely and permanently with no trace left behind.
The Actions dropdown only appears on sessions that are still active, so if the session is already signed or cancelled it won't show up because those sessions are in a final state and can't be changed.
You can view it but not edit it, so the form opens in read-only mode and if you need to make changes ask someone assigned to that department or your Admin.
It stays on the calendar permanently but turns grey with diagonal stripes so it's clear it didn't go ahead, and a note is added to the session automatically explaining the reason.
# Metanoa Documentation (Framework Mode): Troubleshooting the Calendar
URL: /de/docs/scheduling-on-calendar/troubleshooting-the-calendar
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/troubleshooting-the-calendar.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Most calendar issues come down to one of a few common situations, so here's what to check when something doesn't look right.
Common Issues [#common-issues]
**Why can't I see certain sessions?**
Your role determines which sessions appear on your calendar. Some roles only show sessions from departments you're assigned to, while others show sessions across all departments. If you're missing sessions you expected to see, check with your Admin to confirm your role and department assignments.
**Why is the Schedule Session button missing?**
The `Schedule Session` button only appears if your role includes permission to create sessions. If you don't see it, you likely have view-only access to the calendar, so reach out to your Admin if you think that needs to change.
**Why can't I edit a session I can see?**
There are two reasons this happens. First, the session might be in a department you're not assigned to, which means you can view it but not change it. Second, the session might be signed or cancelled, both of which lock the session permanently. If you open the session and see a `Close` button instead of `Update Session`, it's in a final state and can't be edited by anyone.
**Why is the Actions dropdown not showing up?**
The `Actions` dropdown only appears on sessions that are in the Scheduled status. Signed and cancelled sessions are finalized, so the dropdown doesn't appear for them.
**Why am I seeing a "Client is not assigned to this department" message?**
This means the client hasn't been linked to the department you've selected. Go to the client's profile, assign them to that department, and then come back to book the session.
**The calendar is showing sessions that don't look real. What's going on?**
If Metanoa loses connection to the internet while loading, it may show sample data as a placeholder. Once your connection is restored, refresh the page and your real sessions should come back.
**Why don't I see updates another team member just made?**
The calendar refreshes automatically when you make a change, but if someone else on your team updates a session you might need to refresh the page or navigate away and back to see their changes.
**Common Questions**
It's still there, just scroll to the date it was on and look for a grey block with diagonal stripes, which is how cancelled sessions appear on the calendar.
No, deleted sessions are removed permanently and can't be recovered, so if a session needs to come off the calendar but you might want a record of it, cancelling is the safer option.
Not at all, the colors are assigned to departments and your colleague might be seeing different departments from you, so the colors each of you see just reflect the departments visible to your role.
# Metanoa Documentation (Framework Mode): Understanding the Calendar
URL: /de/docs/scheduling-on-calendar/understanding-the-calendar
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/understanding-the-calendar.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
Basics [#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 [#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 [#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**
The search only covers the date range you're currently viewing, so if the session is in a different week or month, switch to that period first and then search again.
Not at the moment, so if you're not sure when a session is, try switching to Month View first since it covers more ground in a single search.
Click the `Today` button at the top of the calendar and you're back to today straight away.
# Metanoa Documentation (Framework Mode): Who's available at a specific time?
URL: /de/docs/scheduling-on-calendar/who-s-available-at-a-specific-time
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/scheduling-on-calendar/who-s-available-at-a-specific-time.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
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**
The view only shows therapists who are set up in Metanoa and visible to you based on your role, so if someone is missing check with your Admin to make sure they're added correctly.
No, Therapist View always shows one day at a time, so use the previous and next arrows to move between days.
No, each therapist has their own column so their sessions sit side by side rather than overlapping, which is what makes it easy to compare availability.
Yes, click any session block in a therapist's column and the session form opens just like it would in any other view.
# Metanoa Documentation (Framework Mode): Branches
URL: /de/docs/setting-up-your-clinic/branches
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/branches.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new branch to my organization? [#how-do-i-add-a-new-branch-to-my-organization]
Got a second clinic location? Adding a new branch is simple, just click the branch name in the top right corner, select + Add Branch, fill in the name and address, and you're ready to go!
**Let's Add Your New Branch**
Here's how to add a new location to your organization.
1. **Click on the branch name** in the top right corner of your screen and a dropdown will appear showing all your branches
2. **Click "Add Branch"** at the bottom of the dropdown
3. **Fill in your new location's details** including the branch name and address
4. **Choose whether to copy settings** from another branch using the dropdown, which saves time if your new location will work similarly to an existing one
5. **Click "Add Branch"** and you're all set!
**Good to Know**
* Each branch is its own world so when you switch branches, you'll see different clients, appointments, team members, and analytics
* Therapists can work at multiple locations but you'll need to add them as a team member in each branch where they work
* Copying settings saves time because Metanoa brings over your roles, permissions, and departments so you don't have to set everything up from scratch
**Common Questions**
* **Can I transfer a client from one branch to another?** Not at the moment since clients stay within their branch. If a client needs to be seen at a different location, you'd need to add them as a new client in that branch.
* **Can I see client information from another branch?** You'll need access to that branch to view its clients, so ask your Owner or Admin to add you as a team member there.
* **Why can't I see the "Add Branch" option?** You might not have the right access level since only Owners and Admins can create new branches.
***
How do I switch between branches? [#how-do-i-switch-between-branches]
Just click on the branch name in the top right corner of your screen and pick the branch you want to work in from the dropdown list.
**Let's Switch Branches**
Moving between your clinic locations in Metanoa is quick and easy.
1. **Look at the top right corner** of your screen where you'll see the name of the branch you're currently in
2. **Click on the branch name** and a dropdown will appear showing all the branches you have access to
3. **Pick the branch you want** by clicking on any branch name in the list and you'll be switched over instantly and you're all set!
**Good to Know**
* Everything changes when you switch so you'll see that branch's clients, appointments, calendar, and team members
* The "Current" label shows where you are in the branches dropdown so you always know which branch you're in
* Can't see a branch you need? You might not have access to it yet, so ask your Owner or Admin to add you as a team member in that branch
**Common Questions**
* **Do I need separate login details for each branch?** Nope, one account works for all the branches you have access to and you just switch between them using the dropdown.
* **Why am I stuck in one branch?** Either your organization only has one branch or you haven't been added to other branches yet, so chat with your Owner to get access to additional locations.
# Metanoa Documentation (Framework Mode): Departments
URL: /de/docs/setting-up-your-clinic/departments
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/departments.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I create a department? [#how-do-i-create-a-department]
Setting up departments helps organize your clinic by therapy type and controls who can see which clients.
**Let's Create Your Departments**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Departments"** under the Admin section on the left
4. **Click "+ Add Department"** and enter the department name
5. **Save your new department** and you're all set!
You can now assign team members to this department when you add or edit their profiles.
**Good to Know**
* You need at least one department before you can add team members, otherwise there's nothing to assign them to
* Common departments include OT, SLT, EIP, Psychology, and Behavior Therapy, but you can create whatever fits your clinic
* A team member can belong to multiple departments if they work across different therapy areas
**Related Topics**
* How do I add a new team member?
* How do departments control what team members see?
**Common Questions**
* **Can I delete a department?** Be careful with this since deleting a department affects everyone assigned to it. Make sure to reassign team members and clients before removing a department.
***
How do departments control what team members see? [#how-do-departments-control-what-team-members-see]
Departments are the main way Metanoa controls who can see which clients. When you assign someone to a department, they can see all the clients in that department.
**How It Works**
* When someone is assigned to a department, they can see all the clients in that department
* If they're not assigned to a department, they won't see any clients from that department
* You can assign someone to multiple departments if they need to work across different areas
**Good to Know**
* Department access is all or nothing, so if someone is assigned to a department they can see all the clients in it
* Frontdesk users can see scheduling info across departments but have limited access to clinical details
* Owners automatically have access to all departments
**Related Topics**
* How do I create a department?
* What can each role do in Metanoa?
# Metanoa Documentation (Framework Mode): Organization Setup
URL: /de/docs/setting-up-your-clinic/organization-setup
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/organization-setup.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I update my organization name and details? [#how-do-i-update-my-organization-name-and-details]
Need to change your clinic's name or update other organization details? It's easy to do from Settings.
**Let's Update Your Organization**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "Organization"** under the Admin section on the left
4. **Update your clinic name** and any other details you need to change
5. **Click Save** and you're all set!
**Good to Know**
* Only Owners and Admins can change organization settings
* Your organization name appears throughout Metanoa and on any reports you generate
* Changes take effect immediately across all branches
**Related Topics**
* What's the difference between an organization and a branch?
* How do I access clinic settings?
# Metanoa Documentation (Framework Mode): Roles and Access
URL: /de/docs/setting-up-your-clinic/roles-and-access
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/roles-and-access.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
What can each role do in Metanoa? [#what-can-each-role-do-in-metanoa]
Each role in Metanoa is designed for a specific type of work at your clinic. Here's what each one can do.
**Role Breakdown**
* **Owner** has full control over everything, including billing, settings, adding branches, and managing all team members and clients across the organization
* **Admin** can manage team members, departments, and most settings within their branch, but may not have access to organization-wide billing or settings
* **Therapist** can access their assigned departments, view their clients, write therapy notes, and manage their own schedule
* **Frontdesk** can manage the appointment calendar, handle client registration, and view basic client information, but cannot access clinical notes
**Good to Know**
* Role names are labels for permission sets, and you can customize what each role can do
* Only Owners can add new branches or change organization-level settings
* Frontdesk users can see that appointments exist but not what happened during them
**Related Topics**
* What's the difference between Owner and Admin?
* How do I customize what each role can do?
How do I change someone's role? [#how-do-i-change-someones-role]
Roles aren't permanent! You can update a team member's role anytime their responsibilities change.
**Let's Change Their Role**
1. **Go to Settings** and click on People or Staff
2. **Find the team member** and click on their name
3. **Click the Role dropdown** and choose their new role
4. **Click Save** and the change takes effect right away and you're all set!
**Good to Know**
* The new role applies immediately, so they'll see different options on their next action
* Changing a role doesn't affect their past notes, signatures, or completed work
* Only Owners and Admins can change other people's roles
**Related Topics**
* What does each role mean in Metanoa?
* If I change a role, will it affect their past notes?
***
How do I control what each role can see and do? [#how-do-i-control-what-each-role-can-see-and-do]
You can customize the permissions for each role to match how your clinic operates.
**Let's Customize Permissions**
1. **Go to Settings** and click "Roles & Permissions"
2. **Pick the role** you want to customize, like Therapist or Frontdesk
3. **Review the permission options** for features like Client Profile, Assessments, Goals, Sessions, and Billing
4. **Adjust the access levels** for each feature
5. **Click Save** and your changes apply to everyone with that role and you're all set!
**Good to Know**
* Changes affect all team members with that role
* You can give View Only access to some features and Edit access to others
* Be careful when removing permissions since it affects everyone with that role immediately
**Related Topics**
* What can each role do in Metanoa?
* Where can I see role permissions and access details?
***
What's the difference between Owner and Admin? [#whats-the-difference-between-owner-and-admin]
The main difference is scope. Owners have organization-wide control including billing, adding new branches, and managing everything across all locations. Admins have strong access within their branch but cannot change organization-level settings or billing.
**Good to Know**
* There can be multiple Owners if you need shared top-level control
* Admins are great for branch managers who need local control without organization-wide access
* Only Owners can add new branches or change billing settings
* The Owner role has special access to all departments automatically, even restricted ones
**Related Topics**
* Can I add more than one Owner?
* What can each role do in Metanoa?
# Metanoa Documentation (Framework Mode): Team Members
URL: /de/docs/setting-up-your-clinic/team-members
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/setting-up-your-clinic/team-members.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
How do I add a new team member? [#how-do-i-add-a-new-team-member]
Ready to add someone to your team? You'll need their name, email, and you'll choose their role and department assignments.
**Let's Add Your Team Member**
1. **Click your name** in the bottom left corner of the screen
2. **Click "Settings"** from the popup menu
3. **Click "People"** or "Staff" under the Admin section on the left
4. **Click "+ Add Team"** to open the new team member form
5. **Enter their name** and **email address**
6. **Create a temporary password** for them with at least 6 characters
7. **Choose their role** from Owner, Admin, Therapist, or Frontdesk
8. **Select their departments** to control which clients they can see
9. **Click Save** and you're all set!
**Important:** Share the login details directly with your new team member since Metanoa doesn't send automatic welcome emails.
**Good to Know**
* Each team member needs a unique email address because that's how they log in
* You can add someone to multiple departments if they work across different therapy areas
* The role you choose controls what features they can access, and the departments control which clients they can see
**Related Topics**
* What does each role mean in Metanoa?
* How do departments control what team members see?
* What details do I need to add a new team member?
**Common Questions**
* **Can Metanoa send an invite email automatically?** No, Metanoa doesn't send automatic welcome emails. You'll need to share login details directly with each person.
* **What if the email shows "already in use"?** This means that email is already registered on Metanoa, possibly from a previous clinic. Contact Metanoa support for help.
***
What details do I need to add a new team member? [#what-details-do-i-need-to-add-a-new-team-member]
When adding someone new, you'll need a few essential pieces of information.
**Required Information**
* **Name** so you can identify them in the system
* **Email address** which becomes their login username
* **Password** that you'll create for them with at least 6 characters
* **Role** to control what features they can access
* **Department assignment** to control which clients they can see
**Good to Know**
* Email is mandatory and must be unique across all of Metanoa
* You can always update their information later if something changes
* Phone numbers and other details are optional
**Related Topics**
* How do I add a new team member?
* Can I add a team member using a phone number instead of email?
***
How do I edit a team member's information? [#how-do-i-edit-a-team-members-information]
Need to update someone's name, role, or department access? It's easy to make changes.
**Let's Edit Their Profile**
1. **Go to Settings** and click "People" or "Staff" under the Admin section
2. **Find the team member** you want to update
3. **Click on their name** or the three-dot menu and choose Edit
4. **Make your changes** to their name, role, or departments
5. **Click Save** and you're all set!
**Good to Know**
* Changes take effect immediately
* Updating a role doesn't affect their past notes, reports, or signatures
* You cannot change someone's email address after creation, so if you entered it wrong you'll need to create a new account
**Related Topics**
* How do I change someone's role?
* How do I remove someone who left the clinic?
***
How do I remove someone who left the clinic? [#how-do-i-remove-someone-who-left-the-clinic]
When a staff member leaves, you'll want to remove their access while keeping their past work visible.
**Let's Remove Their Access**
1. **Go to Settings** and click "People" or "Staff"
2. **Find the team member** who left
3. **Click the three-dot menu** next to their name
4. **Choose Delete** or "Remove" and confirm your choice
5. **Their access is now removed** and you're all set!
**Good to Know**
* Their old notes, reports, and completed therapies stay visible in the system
* Nobody can edit their past notes after they're removed
* If they return later, you'll need to create a new account for them
**Related Topics**
* If a staff member leaves, will their old notes still be visible?
* Can we transfer their patients to another therapist?
**Common Questions**
* **What happens to their clients?** Clients remain in the system. You'll want to reassign them to other therapists manually.
* **Can I temporarily disable someone?** There's no pause feature right now. If you need to remove access, you'll need to delete their account.
# Metanoa Documentation (Framework Mode): Clinic Settings
URL: /de/docs/settings-preferences/clinic-settings
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/clinic-settings.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Permissions
URL: /de/docs/settings-preferences/permissions
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/permissions.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';
# Metanoa Documentation (Framework Mode): Personal Settings
URL: /de/docs/settings-preferences/personal-settings
Source: https://raw.githubusercontent.com/fuma-nama/fumadocs/refs/heads/main/apps/docs/content/docs/settings-preferences/personal-settings.mdx
import { Callout } from 'fumadocs-ui/components/callout';
import { Accordion, Accordions } from 'fumadocs-ui/components/accordion';