Learn how to transfer an upcoming scheduled session to another practitioner on your team, and what happens to billing, notes, packages, and recurring series when you do.
In this article:
- Before You Begin
- Transferring a Session from Your Bookings or Calendar Page
- Transferring a Session by Drag and Drop
- What Happens to Billing After a Transfer
- What Happens to Session Notes After a Transfer
- What Happens to Packages, Programs, and Recurring Sessions After a Transfer
Before You Begin
Transferring a session moves an upcoming booking from one practitioner's calendar to another team member's.
Before you start, confirm the following:
- You need permission to create and update sessions on behalf of the team member you're transferring the session to. Learn more about Managing Roles & Permissions for Team Members →
- This works the same way for both 1:1 sessions and group sessions.
- A session can be transferred more than once, including back to the original practitioner, if plans change again.
Transferring a Session from Your Bookings or Calendar Page
- Go to your My Schedule > My Bookings page, or open the session details page for the appointment.
- Click Update details or Reschedule to open the Update Session pop-up.
- Click Transfer in the top-right corner of the popup.
- Select a team member from the Transfer session to… picklist.
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Review and update the session details as needed. If the session is conducted via video chat (Practice Better or Zoom), a new meeting link is generated automatically.
💡 We recommend adding a short note to your client letting them know about the switch, along with any other changes to their upcoming session.
- Enable the Send a notification checkbox if you'd like your client notified of the transfer.
- Click Update to save your changes.
Your team member receives a notification confirming the session has been transferred to their calendar.
Transferring a Session by Drag and Drop
- Go to your My Schedule > My Calendar page.
- Switch to the Team (1 Day) or Team (3 Day) view.
- Drag and drop the session onto another team member's column.
- Click Confirm Details to open the Update Session pop-up and review the transfer.
- Follow steps 5 through 7 above to complete the transfer.
What Happens to Billing After a Transfer
The Session Details pop-up includes a Fee field, and it's natural to wonder whether changing it updates what the client is charged. It doesn't: editing the Fee field during a transfer is informational only. It does not create, update, or send an invoice, and it does not charge the client.
Here's how billing actually plays out after a transfer, depending on where things stand:
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If the client already paid for the session: the original invoice stays exactly as it was.
- If the client overpaid relative to the new practitioner's fee, you can refund the difference from the original invoice, as long as the payment was processed through Practice Better Payments. Learn more about Processing Refunds in Practice Better →
- If the client owes more than what was already paid, create a new invoice linked to the session to collect the remaining balance. Learn more about Creating and Managing Invoices in Practice Better →
- If the client hasn't paid yet: create an invoice linked to the session as you normally would, using the fee that applies to the new practitioner.
⚠️ Important: Transferring a session never automatically adjusts an existing invoice. Any change in cost between practitioners needs to be handled with a refund or a new invoice, as outlined above.
What Happens to Session Notes After a Transfer
Transferring a session doesn't move any documentation that's already in progress. If the original practitioner started a session note before the transfer, that note stays with them. There's no option to transfer ownership of a client's notes between practitioners.
The newly assigned practitioner will see an Add Notes button on the transferred session, so they can create their own note for their portion of care.
What Happens to Packages, Programs, and Recurring Sessions After a Transfer
If the session is linked to a package or program, that link stays intact after the transfer. You won't need to re-link it.
⚠️ Important: If the session is part of a recurring series, transferring it disassociates that session from the series. Future changes made to the recurring series won't apply to the transferred session. Learn more about Working with Recurring Sessions →