Add a new appointment on behalf of a client

To create an appointment for a client, use Client Management in your therapist dashboard.

How far in advance therapists can book

Therapists can book appointments for clients up to 1 year in advance.

Clients booking for themselves can book appointments up to 90 days in advance.

Book a single appointment

1. Go to Therapist Dashboard → Client Management.
2. Open the relevant client profile.
3. Click Schedule Session for that client.
4. Select the service, session format, date, and available time slot.
5. Review the appointment details and confirm the booking.

Book a recurring appointment series

If the client needs ongoing sessions, you can now create a recurring series from the same Schedule Session flow.

1. Open Therapist Dashboard → Client Management.
2. Open the relevant client profile and click Schedule Session.
3. Choose the first appointment date and time.
4. In Session Details, turn on Repeat this session.
5. Choose a frequency: Weekly, Fortnightly, or Monthly.
6. Choose how the series should end:
   • Until a date, or
   • Number of sessions.
7. Optionally add any excluded dates you want to skip, such as holidays or other unavailable days.
8. Review the preview of all scheduled session dates.
9. Confirm the booking.

What happens with recurring bookings

• Each session in the series is created as its own appointment.
• If one of the dates conflicts with an existing appointment, that date is skipped and the other dates can still be created.
• You will see a confirmation showing how many sessions were created and whether any dates were skipped.
• Cancelling one appointment in the series only cancels that individual session unless you separately cancel others.

Important payment rule

• If the client is not using insurance, they must already have their payment details saved on file before the appointment can be booked.
• If the client has not entered payment information and the booking is not insurance-based, the appointment cannot be created.
• For self-pay recurring bookings, the same payment rule applies to the whole series.
• Insurance bookings can proceed according to the client’s insurance setup and approval status, including recurring bookings where applicable.

Use notes to record any helpful context for the booking when needed.