Navigating your calendar

When you log into your SimplePractice account, you’ll see your calendar. You can customize and filter your calendar view to quickly see your schedule.

In this guide, we’ll cover:

• Customizing the calendar view
• Changing calendar dates
• Choosing between Daily, Weekly, and Monthly views
• Using keyboard shortcuts
• Filtering by location and clinician
• Advanced filtering options
• Understanding appointment status colors
• Understanding the progress note indicator

Note: To learn how to schedule appointments on your calendar, see Adding and managing appointments.

Customizing the calendar view

To customize your calendar view:

1. Click the gear icon
2. Select Calendar preferences

3. Under Display, choose the hours and days you want displayed
   • You can choose to display the full week, Monday through Saturday, or weekdays only

4. Under Time zone, choose the Primary time zone and Secondary time zone you’d like to display on your personal SimplePractice calendar
   • To learn more about time zones in SimplePractice, see Managing time zone settings

5. Click Save

Note: The calendar hours you set are fixed. This means you won't be able to scroll earlier or later than the times you have set. If you'd like to have more calendar access, expand your calendar hours.

Changing calendar dates

In the top left, use the left and right arrows to view previous and future dates. Clicking Today will bring you back to today’s date.

To jump to a specific date on your calendar, you can press the G key on your keyboard. Type the date, including the year, in the text field, then click Go to jump directly to that date.

Choosing between Daily, Weekly, and Monthly views

By default, your calendar homepage will display in a weekly view as indicated by the toggle at the top of your calendar. You can click Day or Month to change the view.

Using keyboard shortcuts

When you’re viewing the calendar, you can press a key to quickly take certain actions. 

Note: Keyboard shortcuts won’t function when you’re viewing an appointment flyout, except for the Esc key.

Filtering by location and clinician

Note: These filters are only available on our Plus and Essential plans. For more information, see Comparing SimplePractice features by plan

If you have more than one location and clinician listed under Settings > Practice > Practice details, you can filter your calendar by multiple offices and clinicians.

To filter by office location:

1. Open the All locations dropdown menu

2. Uncheck All locations
3. Check the boxes next to the offices you want to filter the calendar by

You can revert back to displaying appointments for all offices by unchecking and checking the box next to All locations.

If you’re in a group practice, you can also use the All team members dropdown menu to filter the calendar by specific team members. To do this:

1. Open the All team members dropdown menu

2. Uncheck All team members
3. Check the boxes next to the team members you want to filter the calendar by

You can revert back to displaying appointments for all clinicians by unchecking and checking the box next to All team members.

Note: The office and clinician filters can be applied at the same time.

With either of these filters, your calendar will only display appointments that meet your selected criteria. Any appointments that don’t meet these criteria will be hidden from view.

Advanced filtering options

Note: Advanced calendar filters are only available on our Plus plan. For more information, see Comparing SimplePractice features by plan

With our advanced filtering options, you can also filter your calendar to view appointments that:

• Are for a new client
• Have incomplete documentation
• Are unpaid by client
• Have the Insurance billing type

Note: Only one advanced filter can be applied at a time.

To use one of the advanced filters:

1. Navigate to the Calendar
2. Click More filters

3. Select one of the filters:
   • New client
   • Incomplete documents
   • Unpaid by client
   • Insurance
     • If you select Insurance, check the box next to the insurance provider(s) to include in the filter

Note: The number next to the filter name reflects the number of appointments on the calendar that meet the criteria.

After selecting a filter, any appointments that meet the filter criteria will remain highlighted. Appointments that don’t meet the filter criteria will be grayed out.

To remove the filter, click More filters then select the filter’s name. To remove the Insurance filter for a specified payer, uncheck the payer.

Understanding appointment status colors

Your calendar uses default colors to show each appointment's status. If you’ve selected Status as your Color filter, here’s what each color means for an appointment block:

A block on your calendar may also indicate a non-client event or that a team member is out of office.

Understanding the progress note indicator

For each appointment that has already occurred on your calendar, there may be an indicator icon. This icon will let you know whether a progress note has been added for that appointment and whether that note has been locked and signed.

Add note

If a past appointment on your calendar doesn’t have an associated progress note, you’ll see an empty progress note icon.

You can click this icon to navigate to the appointment page to add a progress note.

Note: For more information on progress notes, see Adding progress notes for individual appointments.

Sign note

If a past appointment has an associated progress note that hasn’t been signed, you’ll see a written progress note icon.

To sign the progress note, click this icon, which will take you to the appointment page. To sign and lock a progress note:

1. Click Sign
2. Review your name and credentials for signature
3. Click Sign and lock

An appointment with a signed and locked progress note will no longer display a note icon.

Note: For additional details on locking and signing progress notes, see Signing and locking progress notes.