Managing your availability

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With SimplePractice Availability Scheduling, you can easily indicate the times you are available so your clients can schedule their own sessions and you can also specify the services you provide during your availability blocks. Any sessions you already have on your calendar will block those times that are available to prevent double booking from clients (this does not block you from scheduling multiple sessions at the same time).

We’ve integrated a Call-to-Book feature as well, which allows you to designate service codes as available to book by phone call.

To get started with Availability Scheduling, make sure you have enabled Online Booking. If you haven't yet, click here to learn how. Once you've enabled Online Booking, you're ready to start setting your availability. 

Setting availability

For most clinicians, setting your availability means setting your practice hours. For others, it might mean setting a few open blocks for clients to schedule online. 

The first step is to open the Calendar. If you have Online Booking enabled, you'll see a button that says Availability.

Click on Availability to open the Availability tool.

Click anywhere on the calendar to add a new availability block

A calendar flyout will appear. Similar to creating a session, you will create an avilaibility block. Click on the filed that says Title and type in a title for your availability.

Click on the time to change the time for the start end end times of the availability blocks.

Click on the Repeats drop-down. This will allow you to set repeating blocks. For example, if your regular hours are from 9am until 4pm you can have these availability blocks repeat for the days of the week that you are open every week.

Click Weekly.

Click on the days of the week that you want this availability block to repeat.

Click on the drop-down next to Every to select the frequency. If you want it to repeat every week, just leave it at one. You can make this repeat every 2 weeks up to 8 weeks.

Click on the drop-down next to Ends. If this is temporary, you can select After or On Date. Otherwise, you can select Never if these are your typical hours and you want them to repeat. You'll always have the option to delete individual blocks.

If you want to offer multiple services, your active codes will display and you can select the available services for this time block. We'll go over how to make sure your service codes are enabled for Online Booking. Click here to learn more.

Click Done to save the availability.

See how easy that was? I decided to make a morning and afternoon availability block to make sure I take a lunch break. You can click anywhere on the calendar to add another availability.

Just follow the previous steps to create another availability block. See it's that easy.

  1. To get started, make sure you are looking at the calendar. If Online Booking is enabled, you will see an Availability button in the upper right-hand corner of the calendar.
  2. Click Availability to open the Availability mode. The calendar will switch to Availability mode. Click anywhere on the calendar to add a new availability block. A calendar flyout will appear. Similar to creating a session, you will create an availability block.
  3. Click Title and type in a title for your availability.
  4. Click on the time to change the time for the start end times of the availability blocks.
  5. Click the Repeats drop-down. This will allow you to set repeating blocks. For example, if your regular hours are from 9AM to 4PM, you can have these availability blocks repeat for the days of the week that you are open every week.
  6. Click Weekly. Select the days of the week that you want this availability block to repeat.
  7. Select the drop-down next to Every to set the frequency. If you want it to repeat every week, leave it at 1. You can make this repeat every 2 weeks, up to 8 weeks.
  8. Select the drop-down next to Ends. If this is temporary, you can select After or On Date. Otherwise, you can select Never if these are your typical hours and you want them to repeat. You'll always have the option to delete individual blocks later. 
  9. If you want to offer multiple services, your active codes will display and you can select the available services for this time block. We'll go over how to make sure your service codes are enabled for Online Booking. Click here to learn more.
  10. Click Done.

See how easy that was? You can click anywhere on the calendar to add another availability. You can also add multiple availability blocks that overlap. Follow the previous steps to create another availability block. It's that easy!

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Editing availability

If you have something come up or you want to make a change to your availability:

  1. Click on the availability block you want to edit. A fly out will appear and you can edit the name, date, time start, time stop, location, and services offered.
  2. Once you have made your changes, click Done to save.

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Deleting availability

Similar to a session, you can delete an availability by clicking on the availability block that you want to delete. A flyout will appear. Click on the trash can icon to delete the block.

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If the availability is recurring, you will be given the option to delete the single occurrence, all future occurrences, or all availabilities in the series.

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Comments

  • Avatar
    Ryan

    Does our availability need to be entered manually? Is there no way to populate our availability based on the Calendar sync?

  • Avatar
    Trevor

    Hi Ryan,

    You'll need to enter your availability blocks for Online Booking. This will give a time range that you are available. Any appointments that sync over from your calendar sync will block those times to prevent clients from double booking.