Schedule • Therapy practices
The therapy practice schedule: one calendar per therapist and per room
A shared schedule keeps the sessions of a therapy practice under control: each therapist and each room has its own calendar, and each appointment is linked to the client record. The team enters the appointments; online booking made by the client themselves is not part of this app — there is a separate product in the ecosystem for that, 4appointments. Below you'll see how to organise the schedule and which rules avoid overlaps and gaps.
How to organise the schedule (short answer)
- Create a calendar for each therapist, with their working hours.
- Create a calendar for each room, so two sessions do not take the same space.
- Set the duration of each session type, for example 50 minutes for an individual session.
- Record each appointment linked to the client record, so the client's progress is visible before the session.
What avoids gaps and overlaps
- One calendar per therapist and per room: once the therapist or room is set, the app warns you about an overlap.
- Quick rescheduling straight from the schedule, without re-entering any data.
- A status on each appointment — scheduled, completed, cancelled, no-show.
- The daily agenda, so the team sees in the morning who is coming and when.
Table: paper diary vs. shared calendar
Paper or separate diary vs. shared calendar
| Criterion | Paper or separate diary | Shared calendar |
|---|---|---|
| Overlaps | Frequent, especially with several therapists | A warning when the therapist or room is set |
| Moves | Only by rewriting by hand | Straight from the schedule |
| History | Separate from the client record | Linked to the client record |
Configuration example
A practice with three therapists and two rooms creates a calendar for each therapist and assigns each session to a room. When an appointment is moved, the team sees right away whether the new slot is free, and the client record stays linked to the appointment.
How 4therapy helps
- A calendar per therapist and per room, kept by the practice team.
- Appointments with a status, which you move straight from the calendar.
- Each appointment is linked to the electronic client record.