Therapists are your service providers. This guide covers adding staff, managing schedules, and handling availability.
Adding a Therapist
Navigate to Staff
Go to Staff > Therapists from the main menu.
Click Add Therapist
Click the Add Therapist button.
Enter Basic Information
Fill in required fields:
- Full Name - Display name for customers
- Email - For login and notifications
- Phone - For SMS notifications (optional)
Set Services
Select which services this therapist can provide.
Configure Schedule
Set their working hours (can be done after creation).
Send Invitation
Click Save & Invite to send login credentials.
Therapist Profiles
Each therapist has a profile with several sections:
Basic Information
- Name and contact details
- Profile photo
- Bio/description (shown to customers)
- Specializations or certifications
Services
Which services they can provide:
- Go to the Services tab on their profile
- Check/uncheck services
- Optionally set custom pricing per therapist
- Save changes
Permissions
Control what the therapist can access:
| Permission | Description |
|---|---|
| View Own Schedule | See their appointments |
| Modify Own Schedule | Edit their availability |
| View Client Details | See customer information |
| Add Notes | Write appointment notes |
| View Payments | See payment information |
Schedule Management
Setting Regular Hours
Configure when each therapist works:
Open Schedule Settings
From the therapist profile, go to Schedule.
Set Weekly Hours
For each day:
- Toggle the day on/off
- Set start and end times
- Add multiple shifts if needed (e.g., 9-12, 2-6)
Set Effective Dates
Optionally specify when this schedule applies:
- Start Date - When schedule begins
- End Date - When it ends (or leave blank for ongoing)
Multiple Schedules
Therapists can have different schedules for different periods:
- Summer hours vs. winter hours
- Holiday schedules
- Temporary schedule changes
Create multiple schedule records with different date ranges.
Managing Availability
Blocking Time
Block specific times when a therapist is unavailable:
Open Calendar
View the therapist's calendar.
Create Block
Click on the time slot or click Block Time.
Enter Details
Specify:
- Date and time range
- Reason (internal only)
- Recurring (if it repeats)
Blocked time prevents customer bookings but still shows on the therapist's calendar.
Time Off Requests
Therapists can request time off through their portal:
- Therapist submits request
- Admin receives notification
- Admin approves or denies
- If approved, time is automatically blocked
Vacation/Extended Leave
For extended absences:
- Go to Staff > Time Off
- Select the therapist
- Enter start and end dates
- Choose whether to:
- Block the calendar
- Reassign existing appointments
- Cancel and notify customers
Therapist Performance
Viewing Metrics
Track each therapist's performance:
- Bookings - Total appointments
- Revenue - Income generated
- Utilization - Percentage of available time booked
- Ratings - Customer feedback (if enabled)
- No-shows - Appointments where customers didn't arrive
Reports
Generate detailed reports:
- Go to Reports > Therapist Performance
- Select therapist(s) and date range
- View or export the report
Commission and Pay
If you pay therapists by commission:
Setting Up Commission
- Go to therapist profile > Compensation
- Choose compensation type:
- Flat rate per appointment
- Percentage of service price
- Tiered rates by service
Commission Reports
Track what's owed:
- Go to Reports > Commission
- Select date range
- View breakdown by therapist
- Export for payroll
Notifications
Configure what notifications therapists receive:
| Notification | Description |
|---|---|
| New Booking | When assigned a new appointment |
| Cancellation | When their appointment is cancelled |
| Reschedule | When appointment time changes |
| Reminder | Day-before reminder of schedule |
| Schedule Change | When admin modifies their hours |
Each can be sent via:
- In-app notification
- SMS (if phone number provided)
Deactivating a Therapist
When a therapist leaves:
Review Upcoming Appointments
Check if they have future bookings.
Reassign or Cancel
Either:
- Reassign appointments to other therapists
- Cancel and notify customers
Deactivate Account
- Go to therapist profile
- Click Deactivate
- Choose whether to keep history
Important
Deactivation removes them from booking but preserves historical data. To completely remove, use Delete instead (this cannot be undone).
Best Practices
Onboarding New Therapists
- Create their account with limited permissions initially
- Walk them through the therapist portal
- Have them set their own availability
- Review and approve their schedule
- Assign services as they complete training
Managing Schedules
- Build in buffer time between appointments
- Consider peak hours when setting availability
- Review utilization monthly
- Adjust schedules based on demand
Communication
- Keep therapists informed of policy changes
- Share customer feedback regularly
- Hold regular check-ins
Troubleshooting
Therapist Can't Log In
- Verify email address is correct
- Check if account is active
- Resend invitation email
- Reset password if needed
Schedule Conflicts
If appointments double-book:
- Check for overlapping availability settings
- Review buffer times
- Verify service durations are correct
- Check for manual bookings that bypassed rules