Calendar: Meetings

Using Meetings to Manage Your Schedule

Creating a meeting on your TherapyAppointment calendar is an effective way to organize and manage your time. Meetings can serve a variety of purposes, such as:

Recording lunch breaks
Scheduling team-wide or supervisory meetings
Reserving time slots for specific clients
Blocking off time for personal or professional needs

What Happens When You Schedule a Meeting

Once a meeting is scheduled, TherapyAppointment will adjust your availability and scheduling visibility in the following ways:

calendar_month

Client Scheduling

If self-scheduling is enabled and you have availability, clients will no longer be able to self-schedule appointments during the meeting time.

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Staff Override

Staff members retain the ability to manually schedule appointments during that time, but will be warned about the double booking conflict.

visibility

Calendar Visibility

Meeting details will be visible to owner, manager, and scheduler roles in your practice.

On calendar integrations including our own free/busy schedule as well as on Google Calendar and external iCal sharing, meetings will show just as ‘meeting’ for privacy.

Using meetings strategically can help ensure your time is protected and your availability is clearly communicated to your team at a glance on your calendar.

Schedule a New Meeting

First go to calendar_month Calendar (left menu)
Click on the date & time you'd like to create the meeting (the same way you schedule an appointment)
At the top, click Meeting/Busy (top tab)
Enter the relevant information in the fields shown below:

Then set the options:

Title
Start time & meeting length (default is 1 hour)
Or all day
Add Tags
All day event
Repeats?
Location
Description

Click to schedule your meeting

Meeting Tags

Meeting tags are helpful for group practices needing to account and pay clinicians for non-clinical time they may be responsible for. Administrators are able to customize your practice’s tags, and administrators or clinicians may assign one or more tags to a meeting as well as add a value to the tag.

Meeting tags are similar to therapist tags — just on meetings. We also have a meetings report for review we discuss in a different section.

This will show you how to add, create, and manage tags.

From the calendar_month Calendar (left menu):
Click on the date & time you'd like to create the meeting (the same way you schedule an appointment)
At the top, click Meeting/Busy (top tab)
Enter the Title first, and any relevant information
Namely for the Tags click Add tag shown here:
Read on for more about tags
Looking for repeat options? Click here instead

Add a Meeting Tag to This Meeting

From the meeting pop up after clicking add_circle Add tag:

To add an existing meeting tag, click anywhere on the Meeting Tags line to open the drop down shown below
Click on one, multiple, or all tags
For valued tags, enter the value to the right of it:

movie Video: Managing, Adding and Editing Meeting Tags

Manage All Tags or Add a New One

Required Role: Owner or Manager (to create or manage meeting tags)

Click (top right):

You'll then see this screen giving you a few options:

Options:

add_box

Create a new tag

At the top left: Enter the tag name and if it's valued or not
Then click

edit_square

Edit existing tag

Click the tag name (left column)
Edit the tag name or value tag at the top
Click when done (or Cancel Edit to revert)

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Delete a tag

Click delete (far right)

Deleting a tag includes removing it from all meetings and reporting history

Meeting Report

We also include a filterable report with your meeting statistics which also includes tags. To access this, from any screen go to:

insert_chart Reports (left menu)
Find the middle center section Business Intelligence Reports and click event Meetings at the bottom:

You'll then see the Meetings report shown below:

Meetings Report Overview

Filters

Once in the Meetings report, make sure you have the report pull the data you want it to!

By default, we load the last 30 days but you can always change that with the Filters filter_alt that we'll discuss below.

To access, you can click on either area shown below:

The filter icon filter_alt (top right)
Or the grey pill tag, example: 03/07/25 - 05/07/25

Want to export this report as a CSV spreadsheet? Click the button (top right, beside the filter)

You can filter by:

Date Range
Therapists (select one, multiple, or all)
Tags (select one, multiple, or all)

When done picking your tags, click below the filters.

movie Video:

Breakdown:

For each meeting you'll have the first 4 rows with the meeting basics:

Date & Time (click to take you to that meeting)
Duration
Therapist
Meeting title

From there, we then display your tags.

Selected tags

If you enter a value for a tag, you'll see the entered value (supports both numbers & letters)
If you enter no value for the tag, you'd see a green checkmark instead check_circle

Non-selected tags

Didn't enter a tag? It will show as a -

Example Report:

Repeats?

Here you can set the meeting to repeat, and you have options similar to other calendar programs:

Occurs Every

Set the frequency: Every __ Day / Week / Month

Week:

Set the days of the week (if more than one) on the bar shown below. Click each one to toggle on / off:

Month - Choose either:

That specific day of the month (ex: the 3rd)
Or on that week/day (ex: the 1st Thursday of the month)

Ends

Set a specific end date
Or end after a number of occurrences (count includes first appointment)

Note: Recurrences are limited to 100 meetings

Conflicts

We also check to see if there are any conflicts
If good, you'll see the message shown below:

check_circle There are no conflicts!

If conflicts exist, we'll show you and propose a new time below that. Click Use this time
If you still want to book it, you still can! Just click the warning check_box_outline_blank Ignore conflicts and double-book check mark