The Grow Therapy calendar allows you to manage your appointments and block unavailable times, including out-of-office messaging. The calendar is integral to your practice, so it's crucial to familiarize yourself with the various features.
How to access your calendar
Your calendar is available via the Appointments dashboard. The toggle in the upper-right corner lets you switch between calendar view and the alternative list view.
How to filter your calendar
By filtering your calendar, you can customize how you view your upcoming appointments. You can locate your current view setting(s) above the calendar, next to the Manage Availability button. Select your preferred view by selecting Day, Week, Work Week, or Month from the dropdown menu, as shown below.
How to review your calendar events
Events on your Grow Therapy calendar are color-coded to distinguish different types of appointments or events. More details are provided below.
Dark purple: intake appointment
Dark purple: intake appointment
When a client schedules an appointment with you for the first time, the appointment is displayed in dark purple to indicate it's an intake session.
(Reserved) pending appointment
(Reserved) pending appointment
When you reserve an appointment time for a new client at your Grow practice, the session block is marked as pending. Once the client confirms, the appointment will change to a dark purple intake.
Black: follow-up appointment
Black: follow-up appointment
Any follow-up sessions with clients are displayed in black.
Periwinkle: Synced calendar event
Periwinkle: Synced calendar event
All events on your synced calendar are displayed as "synced calendar events." This helps ensure you remain aware of all your Grow Therapy appointment bookings while preventing unwanted double bookings. Any appointments or events on your synced calendar will appear unavailable on your Grow Therapy calendar.
Gray: out of office time
Gray: out of office time
This is time outside your selected scheduling preferences or time you've manually marked as unavailable by adding an out-of-office block. While clients see this as "unavailable" on their end, you, as the provider, can schedule during these times if needed.
White: available time
White: available time
This time is within your selected scheduling preferences and is listed as "available" for clients scheduling from their end.
How to add appointments to your calendar
Select + Add in the upper right and select New Appointment.
Select your preferred date, time, location, and frequency for the follow-up appointment(s).
Select Does not repeat from the 🔁 dropdown menu if you don't want to create recurring appointments. Alternatively, select an appointment time directly on the calendar and then adjust the appointment details via the prompt.
Select Schedule, and the appointment will be added to your calendar. You and the client will receive an email notification with the newly scheduled appointment times.
How to add an out of office block to your calendar
If you'd like to include times of unavailability in your calendar, you can add busy blocks directly to your Grow calendar to prevent clients from booking during these times.
To add an out of office block to your calendar:
Navigate to the Calendar view.
Select + Add in the upper-right corner, then select Out of office.
Select the time, repetition, and optional title of your out of office block. Select repeat 🔁 to create a recurring block, such as lunch, on the same day and time.
If you'd like to review all options for blocking times on your calendar, see Block times using your synced calendar.
How to edit events on your calendar
To edit an appointment via the calendar view:
Navigate to Appointments in the sidebar.
Switch to the Calendar View by using the toggle at the top right of the screen.
Select the appointment you want to edit to open the appointment details sidebar and select the Edit Appointment button.
Update the date and/or time as needed, then select Save Changes.
If this appointment is part of a recurring set, you will be prompted to select either "Only this event" or "This and all following events."
You and the client will receive an email confirming the new appointment time.
Edit an existing out of office block on your calendar
To edit existing out of office blocks, also known as busy blocks, on your calendar:
Visit your Calendar.
Select the out of office block you need to edit to view its details.
In the pop-up menu, make the desired changes, then select Save Changes.
Remove out of office blocks from your calendar
To remove out of office blocks from your calendar:
Visit your Calendar.
Select the out of office block you need to remove to view its details.
In the pop-up menu, select the Remove from Calendar button.
How to cancel an appointment
To cancel an appointment directly from your calendar:
Visit your Calendar.
Select the appointment you'd like to cancel to view its details.
Select Edit appointment > Cancel appointment from the pop-out menu in the details view. A separate tab will open to a form that documents the reasons for the cancellation. You and the client will receive an email notification about the cancellation.
Depending on the reason for the cancellation, the client may receive an email with a link to reschedule a session directly with you.
How to resolve a calendar conflict
If calendar events overlap, you'll notice the Resolve Conflicts button near the top-right corner of the calendar.
When you select the Resolve Conflicts button, a pop-up menu shows you which appointments conflict and when. Hover over the "How to resolve" ⓘ icon to learn what's causing the warning message.
This warning button will disappear once you have adjusted these conflicts.
Troubleshooting
Can I change the appointment type once it's scheduled?
No. The appointment type(s) displayed on the calendar cannot be changed. For example, suppose a client cancels their intake appointment instead of rescheduling it. In that case, you can always bill and document an intake appointment, even if the calendar labels the appointment a follow-up.
I have an emergency and need to cancel multiple appointments.
If you are experiencing an emergency, you can cancel multiple appointments at once through the cancellation workflow.
Navigate to your Appointments tab in the sidebar menu.
Select the first appointment you need to cancel. Proceed to cancel the appointment as you would normally. A separate tab will open to confirm your cancellation.
Select I have a scheduling issue from the menu, then choose I am sick or have an emergency. Next, select the number of appointments you'd like to cancel from the subsequent menu.
Add a personalized note to your clients' cancellation emails, explaining the reason for the cancellation.
On the next screen, you will receive confirmation that your referrals have been turned off and that a gray busy block has been added to your Grow calendar for the selected timeframe.