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, Week, 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
- My supervision: the supervision you receive, booked and tracked separately from client work
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.
Supervision looks different on purpose. Sessions you attend with your own supervisor show in teal, labelled SUP for clinical supervision or MGR for managerial, so they never get mistaken for client work. On a phone the label is shortened: the time shows first, followed by a small symbol, two figures for clinical supervision and a briefcase for managerial, matching how client sessions display. Larger screens show the full label. In the day, month and 30-day views, supervision appears at the time it was booked, among your client sessions. A supervision entry with no booked time shows at the top of that day.
The views
Each view answers a different question. Day is this morning's question: who am I seeing and when. Week puts client sessions, your own supervision, time off and free slots side by side across seven days, which is the easiest way to compare days and spot a gap. 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.
Your calendar opens on Month on a computer and 30 Days on a phone. On a phone, Week is shown as a list of days rather than a grid.
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.
Finding the right client, and setting an exact time
Two things in the booking form are easy to miss.
- Search instead of scrolling. Open the client selector and use the Search client code box to type the client's identifier. On a long list this is far quicker than scrolling
- Times are not limited to the hour or the quarter hour. Open the time picker and look under Or type an exact time, where you can enter something like 13:40. Times you have used recently are offered again
Switching a single session between online and in person
A client you normally see in the room might be online for one week only.
Open that appointment and use Switch to online or Switch to in person. It changes that booking alone and leaves the rest of the client's sessions as they are.
To change the meeting link or the room, choose Edit date, time or delete and update the relevant field. If the session is part of a repeating series, leave the apply-to-series box unticked so the change stays with this one booking.
Keep location descriptions general, for example "Practice room 2". The calendar is your working record, not a place for anything a client would not want written down.
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. Repeats can run weekly, fortnightly, every 4 weeks or calendar monthly, and you type how many you want rather than picking from a fixed list. 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. Enquiry calls have their own article: Booking an enquiry call without a client record.
Session lengths are remembered. A new booking for a client opens at the length you last chose for that client, so after a 50-minute session the next one starts at 50 minutes. Introductory 20-minute calls are left out of this, because they are one-off conversations, and a repeating series keeps one length throughout. You can change the length on any booking.
Supervision is booked elsewhere. New Appointment only lists your clients, which is why your supervisor never appears in it. Supervision you receive is booked with Book supervision, in the My supervision panel, which sits above the calendar dates.
My supervision
Above the calendar dates sits a panel for the supervision you receive, kept separate from client work because it answers a different question.
From there you can book a session, choose whether it was clinical or managerial, record which period of client work you took to it, edit or remove sessions with the pencil and bin icons, and download your supervision log for an accreditation submission.
Recording the supervision you receive covers it properly, and How supervised hours are worked out explains what the covered period does.
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 or ending a repeat series
Book a run of sessions at the wrong time and you do not have to edit each one. Opening any
appointment in the series gives you a tick box that applies the new time, length and meeting
details to every session still scheduled.
Each session keeps its own date, session notes stay exactly as written, and anything already
marked attended, did not attend or cancelled is left alone, because that is part of the
client's history rather than a plan you are still adjusting. The same is true when you remove
the rest of a series.
Both have their own articles, listed at the end.
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.
Double bookings
Book something that overlaps a session or supervision already in your calendar and TherapyLock stops to tell you first, listing what it clashes with, so you can change the time or go ahead deliberately.
Marking time off and avoiding clashes covers both kinds of clash.
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.
Why there are no general to-do entries
You cannot add free-format entries such as "submit invoice" or "pay account", and that is deliberate.
TherapyLock is a vault for clinical records. The calendar holds things that form part of that record: client sessions, enquiry calls, days you are not working, and shortly supervision. Each of those bears on your hours, your notes, or what a clinical executor would need to understand.
Office tasks sit outside that. Holding general to-dos here would pull the app away from the one job it is built to do, and would bring everything you write into the weight of a clinical record. Your own diary is the better home for those.
The calendar will keep widening for anything clinical, and supervision is next.
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
- Text reminders. TherapyLock does not send them to your clients. Why not, and what you can do instead
Related articles
- Recording what a client has paid — Recording a payment before a session
- Your hours, and work from before TherapyLock — Your practice hours, and hours from before TherapyLock
- Setting the hours you are available — Setting your working hours and seeing free slots
- Setting up a run of sessions — Booking repeating appointments
- Moving the rest of a series — Changing the remaining appointments in a series
- Ending a series early — Deleting the remaining appointments in a series
- Recording the supervision you receive
- Marking time off and avoiding clashes
- The client record
- Recording attendance and what happens after a session
- Why TherapyLock does not send text reminders
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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