Scheduling

This guide covers how to set up your availability, create bookable events, and manage client sessions.

Setting Up Your Availability

Your availability defines when clients can book sessions with you. To configure your weekly schedule:

1. Go to My Profile > Schedule
2. For each day of the week, click Add Time Slot to add available hours
3. Set the start and end times for each block (e.g., 9:00 AM - 12:00 PM)
4. Add multiple time slots per day if you have breaks (e.g., morning and afternoon blocks)
5. Click Save Schedule when finished

Tips:

• You can have up to 15 time slots per day
• Leave days blank if you’re not available
• Changes take effect immediately for new bookings

Creating Bookable Events

Events are the session types that clients can book (e.g., “Initial Consultation”, “50-Minute Session”). To set up your events:

1. Go to My Profile > Events
2. For each event type, enter:
   • Title - What clients will see (e.g., “Therapy Session”)
   • Description - Details about the session
   • Duration - Length in minutes
3. Click Save when finished

You can create up to 15 different event types.

Your Booking Page

Each therapist has a public booking page at:

https://app.hipaatherapy.com/book/your-username

When clients visit this page, they can:

1. Select their timezone
2. Choose an event type
3. View a calendar showing your available slots
4. Pick a time and confirm their booking

Share this link on your website, email signature, or social media to let clients self-schedule.

Managing Sessions

Viewing Your Calendar

Go to My Profile > Sessions to see your scheduled appointments in a monthly calendar view. Click any session to view details including:

• Client name
• Session type and duration
• Start time
• Meeting link
• Payment status

Creating Sessions Manually

To schedule a session for a client:

1. Go to the client’s profile
2. Click New Session
3. Select the session type, date, and time
4. Save the session

Cancelling Sessions

To cancel a session:

1. Open the session details
2. Click Cancel Session
3. Optionally add a reason
4. Choose whether to notify the client by email

Client cancellations:

• Clients can cancel sessions from their portal
• They must cancel at least 24 hours in advance
• You’ll receive an email notification when a client cancels

Video Meetings

Each session automatically gets a video meeting room. The meeting link appears on:

• The session details page
• Confirmation emails sent to you and the client

Clients can join meetings from their client portal.

Calendar Sync (Outlook)

Connect your Microsoft Outlook calendar to automatically sync sessions:

1. Go to My Profile > Connected Accounts
2. Click Connect Microsoft Account
3. Sign in and authorize access

Once connected:

• New sessions appear on your Outlook calendar
• Updated sessions sync automatically
• Cancelled sessions are removed from your calendar

To disconnect, return to My Profile > Connected Accounts and click Disconnect.

Email Notifications

The system sends automatic emails for:

Event	You Receive	Client Receives
New booking	Yes	Yes
You cancel	-	Yes (optional)
Client cancels	Yes	-

Frequently Asked Questions

How far in advance can clients book? Clients can book any available slot from the current week onward. Same-day bookings require at least 30 minutes notice.

What if a client books during a time I’m already scheduled? The system prevents double-booking. Clients only see slots where you’re available AND don’t have existing sessions.

Can clients reschedule? Clients can cancel and rebook. Direct rescheduling requires them to cancel the original session first.

How do I block off time for vacation? Remove those time slots from your availability before the vacation. Existing bookings won’t be affected - you’ll need to cancel those individually.

What timezone are sessions displayed in? Sessions display in your account timezone. Clients see times converted to their selected timezone when booking.