Scheduling software for psychologists: plan the session calendar
Choose a scheduling workflow around the sessions you offer and how clients first contact the practice. This guide covers the calendar, booking link and practical checks before you use them.
Define appointment types and realistic session times
List the appointment types clients can arrange and set their duration. Allow time in the working day for breaks, preparation and administration rather than filling every available minute with sessions. Use clear service names; avoid inviting clients to put clinical histories or sensitive details into a public booking description.
Decide how new clients enter the schedule
Some practices want an initial conversation before a session is booked. Decide which appointments can be chosen through a public link and which should be arranged directly. Plandok’s booking page allows selection of a service, practitioner and available time. Test the choices you publish so the page follows your practice’s intake process.
Keep practitioner hours and appointments together
Set each practitioner’s working hours and enter confirmed appointments before sharing availability. Record visits arranged by telephone or in person in the same calendar. If practitioners share a room, check room availability separately. Review time off and schedule changes before offering new appointments.
Agree the next visit and check any repeating schedule
You can arrange the next visit with the client and enter it in the calendar. Recurring appointments are a Premium feature; on Free you can enter each future visit individually. Whether you enter visits individually or use a recurrence feature, check dates and exceptions against working hours and time away.
Review notification channels with care
Check contact details, the intended recipient and what an appointment message reveals before enabling notifications. Free includes 100 email notifications per month; Premium includes unlimited email notifications. SMS and WhatsApp notifications require Premium, with message charges billed separately from the subscription. Test your chosen setup and make sure clients know how to contact the practice about a change.
Keep clinical notes and consultation tools separate
Use the calendar for appointment times and booking contact details. Keep clinical notes in an appropriate clinical system. If you offer remote sessions, arrange the video consultation and share access through your chosen consultation tool. Check any required integration and the practice’s data-handling requirements before connecting systems.
Test a small calendar before sharing the link
The Free plan includes one location, up to 3 staff members, unlimited appointments, clients and online bookings, and 100 email notifications per month. No credit card is needed to start. Add representative session types and working hours, enter existing commitments, and test the public page using your own details. Check the calendar on the devices your practice uses before making it part of the daily routine.
Choose your next step
Explore the relevant booking workflow or setup guide.
Explore the booking calendar and practitioner availability.
Prepare your first booking calendarCheck services, working hours and existing appointments before sharing your booking link.
Compare appointment notificationsReview email allowances and separately charged SMS and WhatsApp messages.
Can I arrange a client’s next session myself?
Yes. Enter an agreed appointment in the calendar and check the practitioner’s availability. Recurring appointments are a Premium feature; individual future appointments can be entered separately.
Does online booking include video sessions or clinical notes?
The booking workflow described here does not include a telehealth service or a clinical-record system. Keep those requirements separate and verify the tools and integrations your practice needs.
Can a small practice begin on Free?
The Free plan includes one location, up to 3 staff members, unlimited appointments, clients and online bookings, and 100 email notifications per month. No credit card is needed to start.
Build a calendar around your session schedule
The Free plan includes one location, up to 3 staff members, unlimited appointments, clients and online bookings, and 100 email notifications per month. No credit card is needed to start.