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Navigating your calendar

Navigating your calendar

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

In this guide, we’ll cover:

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


Customizing the calendar view

To customize your calendar homepage, navigate to Settings > Calendar. Under Calendar Display, choose the hours and days you want displayed. You can choose to display the entire week, weekdays only, or Monday through Saturday.

Note: This setting is practice-wide for group practices.

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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.


Using filters to view your calendar

There are several ways to filter your calendar to be able to quickly find what you’re looking for.

Changing calendar dates

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

today.simplepractice.calendar.png

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. 

daymonth.simplepractice.calendar.png

Filtering by location and clinician

If you have more than one office location at Settings > My Practice > Locations, you can use the All Offices dropdown in the top right corner to view a specific office.

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If you’re in a group practice, you can also use the All Clinicians dropdown menu to filter the calendar by a specific clinician.

allclinicians.simplepractice.calendar.png

Advanced filtering options

Note: Advanced calendar filters is only available on our Plus plan. For more information, see: Which subscription plan is right for me?

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

  • New clients
  • Incomplete documentation
  • Unpaid by client
  • Insurance

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

To use one of the filters:

  • Navigate to your Calendar homepage
  • Click the filter button

advancedfilters.simplepractice.calendar__1_.png

  • Select one of the filters:
    • New client
    • Income complete documents
    • Unpaid by client
    • Insurance
      • When selecting Insurance you’ll also be given the option to choose which insurance provider you want the filter to apply to

advancedinsurancefilter.simplepractice.calendar__1_.png

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.

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If you want to reset your calendar and remove the filter, click Reset in the upper right corner.

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Note: Clicking Availability will bring you to your Availability calendar. For more details, see: Managing your Availability.


Enabling calendar privacy display

You can enable privacy settings on your calendar homepage to add another layer of security while working outside of your office or viewing your calendar in a public place.

Your current privacy status is listed on the left of your calendar homepage. To toggle between Privacy On and Privacy Off, click the Privacy button.

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Note: This is set for each clinician in group practices.

Privacy On

When your privacy settings are on, you won’t see the names of your 5 most recently viewed clients under Recently Viewed to the left of your calendar homepage. Additionally, the appointments on your calendar will display the clients' first and last initials only.

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Privacy Off

When your privacy settings are off, you can see the full names of your five most recently viewed clients under Recently Viewed to the left of your calendar homepage. The appointments on your calendar will also display your clients' full names.

privacyoff.simplepractice.calendar__1_.png


Using color coding options

Your calendar uses different colors to show each appointment's status. These colors indicate whether an appointment is in the future, the past, canceled, a no-show, late-canceled, or an Other appointment.

Here’s a breakdown of what each color means:

Color

Meaning

Green

The appointment is in the past

Blue

The appointment is in the future

Yellow

The appointment is canceled

Red

The appointment is late canceled or a no-show

Gray

The appointment is an Other event

colorcoding.simplepractice.calendar.png

Note: To learn how to change an appointment's status, see: How to change an appointment's status.


Understanding the progress note indicator

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

Add note

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

addnote.simplepractice.calendar__1_.png

To add a progress note, click the empty progress note icon. This will take you to the progress note for that particular appointment. Write your note and click Save.

Sign note

If a past appointment on your calendar already has progress note associated with it and you haven’t signed it yet, you’ll see a written progress note icon:

signnote.simplepractice.calendar.png

To sign the progress note, click the written progress note icon. This will take you to the progress note of that particular appointment. To sign and lock a progress note:

  • Click Sign
  • Review your signature
  • Click Sign & Lock

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


Printing your schedule

In some instances, you may want to print a copy of your schedule.

To print your schedule:

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  • If you're using a PC, hold down the Control + P keys to open the print window
  • If you're using a Mac, hold down the Command + P keys to open the print window
    • From the new window, adjust the settings as needed and click Print

Troubleshooting missing appointments

If you're no longer able to find your appointments on your calendar, you can try these steps to troubleshoot:

Filtering your calendar by clinician

If your calendar is filtered to show you a certain clinician’s appointments, you can update your calendar filter to All Clinicians to show appointments assigned to all clinicians at your practice.

To filter your calendar by clinician, navigate to your Calendar homepage and click All Clinicians. This allows you to see all appointments on the calendar, regardless of the clinician assigned to the client (if you’re in a group practice).

allclinicians.simplepractice.calendar.png

Changing your calendar filter to show all offices

If your calendar is filtered to show a specific office, you can update the calendar filter to All Offices to locate appointments related to all locations.

To filter your calendar by office location, navigate to your Calendar homepage and click All Offices. This allows you to see all appointments on your calendar if you have multiple office locations.

alloffices.simplepractice.calendar.png

Changing your calendar view to Month

To view all appointments in this month, navigate to your Calendar homepage and click Month. This allows you to see any appointments that may have been scheduled outside of your Settings > Calendar > Calendar Display hours.

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Checking Account Activity

In some instances, another team member at your practice may have updated the appointment you’re searching for on the calendar. In these instances, we recommend checking your Account Activity log.

The Account Activity log allows you to see any changes made in your account. You can access the Account Activity log by clicking Account Activity on the left navigation panel on your Calendar homepage.

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Note: Account Owners and Practice Managers have access to view all Account Activity. Other team members can only view their own activity. To learn more about Account Activity, see: Account Activity: Tracking changes and information access in your account.

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