Questions answered in this article:
- How to use the scheduler?
- How many types of session events does it have?
- Does the color in the scheduler signify anything?
- What is the difference between direct and indirect session?
- How can I share homework with the client?
- What do the 3 dots mean in the scheduler?
- Can I add a third-party contact and give them a notification reminder?
View the instructional video(s) on this topic below:
- Getting Started: 3-step scheduler (8 min video)
Related articles:
Before diving into the Scheduler setup process, let’s take a moment to explore a feature of the Scheduler page. Here, you can create events and observe how they are visually represented based on their type on the calendar.
Note: For the best experience, Therabyte recommends using the latest version of Microsoft Edge (on Android or PC/Mac) or Safari (on iOS).
Using the 3-step Scheduler
1. Navigate to the Scheduler page by clicking on the Scheduler menu under My Office.
2. Click on a placeholder corresponding to your desired date and time to create an Event/Session directly on the calendar.
3. An Event session editor will appear on the right side of the screen, allowing you to select up to Six (6) Client Event Sessions and up to Four (4) Non-client Event Sessions.
4. To enhance the visual aspect of the calendar, each created event is assigned a specific color, aiding in easy identification of event types and progress tracking throughout the week:
Blue: Client session-related events
Pink: Video sessions
Orange: Non-client events
Purple: Team-related events
Now, let us walk through setting up a Schedule in Three (3) simple steps.
After selecting the date and time for the session/event,
FIRST STEP
1. Let us choose a Video Session event as an example. You’ll need to select a service and one or more clients. Additionally, consider whether it’s an Indirect or Direct session.
Direct events need the client to be there in person, while Indirect events don't. Indirect events could involve talking to team members, other people involved, or having meetings set up specifically for a client.
You can click Multi if you want to create a Group Session.
2. You can add third-party participants and set up client reminders via browser or email at the bottom of the event page. Click on “Save” to apply the changes.
SECOND STEP
1. When we revisit the event, it automatically takes you to step two, which is the Plan.
2. You can add your plan for that session. The previous homework and previous notes will populate. Click “Save” to save changes or click “Next” to proceed to the next stage.
THIRD STEP
1. You can proceed to the Outcome by clicking on the “Outcome” tab. If it is a direct session, the client’s attendance can be marked as “Attended”, “Cancelled,” “Late Cancellation,” “No Show,” or “Non-billable” as appropriate.
2. For indirect event types, instead of marking the Attendance, the Status is marked as completed. You also have the option to mark it as in progress, on hold or not started.
3. To share only the Homework/Assignment box, toggle the Enable and Share button. This will directly share the homework to the client portal. Finally, click either the Check button or the Save button at the bottom to save your changes.
4. In your calendar, you may notice events marked with three bars. Each bar represents completion of one of the three steps. For instance, in the example below, the session event has not been marked for attendance or signed yet.
5. To sign the event session, simply click the Sign icon located at the top of the event session editor, which can be found under the Outcome tab.
Note: When you sign a note, you’ll receive a warning indicating that you have 24 hours duration limit to make any changes to the note. After this time, you’ll be only able to add comments, and any edits to the note itself will no longer be possible.
When you mark Attendance or Status and sign the Event session in the Outcome tab, the bars on the session event in the calendar will turn green. This indicates that the event session is completed, as shown in the screenshot below:
