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:
- Video Tutorial
- Scheduling a Client Appointment
- Creating an All-day Event
- Switching Calendar Views
- Filtering the Calendar
- Using Privacy Mode
- Progress Note Status Icons
- Editing and Rescheduling Appointments
- Frequently Asked Questions
- Related Resources
Video Tutorial
Watch this quick walkthrough of navigating your calendar and switching between views.
🎥 For more videos about your calendar, check out this video library: Appointments / Sessions and Calendar Video Tutorials.
Scheduling a Client Appointment
To add an appointment quickly:
- Select a time slot or click and drag on the calendar.
- Enter the appointment details.
- Select 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:
- Select the area at the top of the calendar.
- Select Other Event.
- Add any details you'd like.
- Check the All day box.
- Select Save.
The event will display at the top of the calendar.
🗓️ You can also choose whether the day should appear as Busy (blocks online booking) or Free (keeps the day open for client self‑scheduling).
Switching Calendar Views
You can change how your schedule appears by switching between different calendar views.
Calendar View Options
- Month: Shows appointments for the full month.
- Week: Shows appointments for the current week.
- Day (Unified): Shows appointments for a single day with all practitioners combined.
- Day (Column): Shows appointments for a single day with side-by-side columns for each practitioner you have permission to view.
- Agenda: Shows a rolling, chronological list of all upcoming appointments for the next seven days.
To switch views, go to Calendar and select your preferred view from the dropdown menu at the top of the page.
💡 Use these shortcuts to move quickly between views:
- M - Month View
- W - Week View
- D - Day View (Unified)
- C - Day View (Column)
- A - Agenda View
You can also press T to jump to today.
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.
💡 In Day (Column) view, selecting specific practitioners will narrow your view to display only their columns.
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:
- Go to your Calendar.
- Select the gear icon in the top-right corner of the calendar.
- 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.
📱 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:
- Go to your Calendar.
- Select the gear icon in the top-right corner of the calendar.
- Select Preferences.
- Choose 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.).
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, select 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.
Editing and Rescheduling Appointments
You can make certain updates from the calendar:
- Edit details: Select an appointment to open its details window.
- Drag to reschedule: Move appointments to a new time or day in Day or Week view.
Locked Appointments
Some appointments can’t be moved or edited from the calendar. When an appointment’s time is tied to a submitted or processed claim, a lock icon appears and drag‑and‑drop is disabled.
ℹ️ For full details on editing appointments, see Creating and Managing Appointments.
Frequently Asked Questions
Can I edit an appointment directly from the calendar?
Yes. Select the appointment on your calendar to open its details, make your changes, and select 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.
Why can't I drag or move an appointment on the calendar?
If an appointment has a lock icon, it means it is tied to a submitted or processed insurance claim and the time is locked to prevent billing errors. Pending appointment requests also cannot be dragged. For more details on moving sessions, see Creating and Managing Appointments.
Related Resources
For other helpful information about using your calendar, check out these other articles: