At a Glance
The calendar is where sessions live: book them, see them by day, month or year, record what happened to them, and watch your practice hours build from the sessions you attend.
What lives here
Top to bottom, the calendar gives you:
- The view switcher: Day, 30 Days, Month and Year, with New Appointment alongside
- Needs action: past sessions waiting for a decision
- The session summary: Today, Completed and No-shows
- Practice hours: your running total, ready for accreditation
Below all of that sits the calendar itself, in whichever view you have chosen.
Each entry shows the time and the client reference, so you can see at a glance who is booked in without opening anything. Clicking an appointment still gives you the full detail.
The views
Each view answers a different question. Day is this morning's question: who am I seeing and when. 30 Days is the working month ahead, as a list rather than a grid. Month is the shape of your weeks at a glance. Year is the long view, useful for spotting patterns and planning breaks.
Needs action, and the session summary
Needs Action gathers past sessions still waiting for you to say what happened: attended, did not attend, or cancelled. Recording that decision is what turns a booking into part of the clinical record, so this number is worth keeping at zero.
The session summary cards tell the month's story: Today is how many sessions are in today's diary, while Completed and No-shows count what has happened, and each opens a list of the sessions behind the number.
Practice hours
Every session you mark as attended adds to your practice hours, split into client hours and supervision hours. You can add hours accrued before TherapyLock, so your career total lives in one place, choose the period you want to see, and download the lot for an accreditation submission.
Booking, and enquiry calls
New Appointment books a session for a client: date, time, duration, how you are meeting, and a recurring option when you book a regular slot. The same form has a second face: an enquiry call. That is for the person who is not a client yet, a first conversation in the diary with no client record behind it. If they go ahead, the enquiry can become a client record without retyping anything. Booking has its own article with the details.
Acting on an appointment
Select any appointment by clicking on it in your calendar, and everything about that session is in front of you: record attendance, edit the details, and, for online work, join the meeting straight from here.
A session past its time that has not been closed off shows its status as Needs Attention, with Record Attendance waiting as the main action. When you mark a session attended, TherapyLock walks the moment through with you: the payment, the session note, the next booking, each offered in turn. That flow has its own article too.
Changing a whole repeat series
Book a run of sessions at the wrong time and you do not have to edit each one.
Open any appointment in the series and tick Apply the time and length to all remaining sessions in this series. Set the right time, save, and every remaining session moves with it.
It leaves three things alone, deliberately:
- Each session keeps its own date. Only the time and the length change
- Session notes stay exactly as written
- Anything already marked attended, did not attend or cancelled is untouched, because that is part of the client's history rather than a plan you are still adjusting
Seeing a whole day at a glance
On the Month view, the date number at the top of each day is clickable whenever you have something booked. Click it and the day opens as a list, with times, client references and statuses together, however many sessions there are.
Clicking the empty space in a day still opens a new appointment, so nothing you are used to has changed.
Hiding client references on screen
Client references show on calendar entries by default. If you work somewhere the screen can be overlooked, a reception desk or a shared consulting room, you can turn them off.
Go to My Account and find Calendar display. Switch client references off and your calendar shows times and nothing else, until you switch them back on.
The setting applies to that device only. Your laptop and your consulting room computer can be set differently, so you can keep references on where you work privately and off where you do not.
That is also the usual explanation when references seem to have vanished. If you are on a different computer or phone from the one where you first set this up, the switch on that device may simply never have been turned on. Check My Account there before assuming anything is wrong.
Marking time off
The Time off button on the appointments page is where holidays, bank holidays, training days and any day you do not work go. Those days then warn you before you book across them.
Marking time off and avoiding clashes covers it properly.
What you will not find here
- Session notes. Writing a note starts from an attended session, which you reach from your calendar, but the note itself lives on the client's record, reached from your dashboard
- Payment detail. You record a payment as part of closing off a session; the totals, the outstanding list and the export all live in Payments
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Still Need Help?
If you have any other questions about TherapyLock, our support team is here to help.
Email us at support@counsellingtutor.com and we will be happy to assist.
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