Using the Calendar

The Sessions Health calendar gives you one place to schedule appointments and events, manage your sessions, and keep track of documentation. It’s designed to help you stay organized and move through your day with ease.

💡 You can open the calendar from any screen by pressing Alt + C (Windows) or Option + C (Mac).

This article covers:

Your Calendar at a Glance


The calendar gives you a clear view of your schedule. From here, you can:

  • Create appointments and events
  • See client details at a glance
  • Track progress note status
  • Filter what you see to reduce clutter
  • Switch between Month, Week, or Day views

Calendar switching between Month, Week, and Day views.

💡 While viewing the calendar on desktop, press T to jump to today.

Scheduling a Client Appointment


To add an appointment quickly:

  1. Click a time slot or click and drag on the calendar
  2. Enter the appointment details
  3. Click Save

For detailed instructions, see Creating an Appointment.

Creating an All-day Event


Use all‑day events for things like trainings, office closures, or personal days.

To create one:

  1. Click the area at the top of the calendar
  2. Select Other Event
  3. Add any details you'd like
  4. Check the All day box
  5. Click Save

The event will display at the top of the calendar.

ℹ️ You can also choose whether the day should appear as Busy (blocks online booking) or Free (keeps the day open for client self‑scheduling).

Add Event window showing Other Event selected, All day checked, Busy status selected, and Save button

Filtering the Calendar


Use filters to quickly narrow your view during busy days. You can filter by:

  • Practitioners
  • Status
  • Notes
  • Bill Status
  • Locations
  • Rooms

Use filters to simplify your view during busy days or when reviewing specific types of appointments.

Filters panel showing options for Practitioner, Status, Notes, Bill Status, Locations, and Rooms.

Using Privacy Mode


Privacy Mode hides client names on your calendar. This is helpful when a client may see your screen during scheduling or during a telehealth session.

To turn on Privacy Mode:

  1. Go to your Calendar
  2. Click the gear icon in the top-right corner of the calendar
  3. Toggle Privacy Mode on

When enabled, client names are replaced with a more limited display, such as initials or internal IDs.

💡 If you use keyboard shortcuts, you can also turn Privacy Mode on or off with Shift + P.

ℹ️ Privacy Mode stays on for the device you’re using. If you switch to another device, such as moving from your laptop to a phone or tablet, you’ll need to turn it on again.

You can choose how client names are displayed when Privacy Mode is on. For example, you may prefer to show an internal ID, a single first initial, or both first and last initials.

To adjust this:

  1. Go to your Calendar
  2. Click the gear icon in the top-right corner of the calendar
  3. Click Preferences
  4. Select the option you prefer: First initial only (e.g., J.), Client ID (e.g., SH-12345), or First and last initial (e.g., J.D.)

Calendar Preferences menu open, showing options to display First initial only, Client ID, or First and last initials in Privacy Mode.

ℹ️ The option for Client ID will only appear if you have "Manage Internal IDs for Clients" toggled on from your Account Settings.

Progress Note Status Icons


In Day and Week views, each appointment shows an icon indicating whether its progress note is complete or incomplete. This makes it easy to spot what needs attention.

💡 When you’re ready to complete a note, click the progress note status icon on an appointment to open it directly from the calendar.

A filled-in icon means the progress note is complete and locked. An outlined icon means the note is still incomplete and needs documentation.

Side-by-side comparison of incomplete outlined progress note icon and completed filled-in progress note icon on calendar appointments.

Frequently Asked Questions


Can I edit an appointment directly from the calendar?

Yes. Click the appointment on your calendar to open its details, make your changes, and click Save.


Why can’t I see another practitioner’s appointments?

Your calendar may be filtered. Open Filters and make sure the practitioner you want to view is selected. If they do not appear, your permissions may limit access.


Why does a time appear blocked even though I did not schedule anything?

This can happen if a client submitted an online appointment request, an all-day event is marked as Busy, or another practitioner scheduled something in a shared room or location.


Does Privacy Mode hide client information everywhere?

No. Privacy Mode only changes how names appear on the calendar. Full client information is still visible when you open the appointment.


Will an all-day event prevent clients from requesting appointments?

If the event is marked as Busy, clients cannot request appointments that day. If it is marked as Free, online booking remains available.


For other helpful information about using your calendar, check out these other articles:


If you prefer a video walkthrough, you can watch this video on the calendar and scheduling:

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