Managing What's on Your Calendar

📍 To change your calendar view, set display preferences, or filter which event types appear, see Managing Your Calendar Options and Filtering Events →

In this article:

• Before You Begin
• Previewing Event Details
• Booking a Session
• Working with Group Sessions
• Identifying Confirmed vs. Unconfirmed Bookings
• Working with Custom Events
• Rescheduling Events
• Testing Your Availability
• Printing Your Schedule

Before You Begin

A couple of things are worth knowing before you dive in.

• Looking to change your calendar's view or hide certain event types? This article covers acting on what's scheduled: previewing, booking, rescheduling, and so on. Display settings, view options (month/week/day), and filtering which event types appear (like hiding birthdays or personal events) are covered in Managing Your Calendar Options and Filtering Events →
   
• One-click booking must be enabled to book by clicking a date. Clicking an open slot on your calendar only starts a booking if you've turned on Enable one-click bookings from My Calendar in your calendar options. If clicking a slot doesn't do anything, that setting is the first thing to check. See Managing Your Calendar Options and Filtering Events →
   
• Testing availability requires at least one service. The Test Availability tool checks a specific service against your open time slots, so you'll need at least one service set up before you can use it. Configured availability is also recommended: if you have no availability set for the selected service, the tool will simply report that there's no availability for it.

Previewing Event Details

Sometimes you just need a quick look at what's on the schedule without opening anything fully. In the Web Portal, click any event in the calendar to open a pop-up with additional details.

For sessions, this pop-up includes client information along with associated notes, forms, invoices, claims, and package information. From here, you can view the event in full or jump straight to editing it.

Booking a Session

You can book a session directly from your calendar by tapping an open time slot or using the Fast Action Button. From there, you'll select a client, choose a service, and configure the session details.

For the full walkthrough, including all the ways to book across the platform and every field in the booking modal, see Booking Client Sessions from the Practitioner Portal →

Want to try the booking flow safely before a client does? See Testing Your Booking Process → to preview the client experience, test without processing a real payment, and confirm your forms and confirmation emails work as expected.

📍 Clicking an open slot only starts a booking when Enable one-click bookings from My Calendar is turned on. The Fast Action Button works either way.

Working with Group Sessions

Group sessions appear on your calendar differently from one-on-one bookings. Group availability creates a placeholder, essentially a tentative session, until you confirm it or a client registers. Placeholders show with a lighter-shaded bar; confirmed sessions show solid.

Rescheduling a group session doesn't support drag and drop; use the click event → Edit → Save method instead, or manage the whole recurring series at once from the Session Details page if applicable.

For creating group services, setting up group availability, registering attendees, and managing recurring series, see Managing Group Services with Practice Better →

Identifying Confirmed vs. Unconfirmed Bookings

At a glance, the bar to the left of each event tells you where things stand:

• A light or white bar indicates an unconfirmed one-on-one session, or a group session with no registrants yet.
• A darker bar indicates the client has confirmed the session, or, for group sessions, that it's been confirmed.

Working with Custom Events

Not everything on your calendar is a client session. Custom events let you put non-session items on your calendar, such as internal meetings, admin blocks, or personal commitments, so your schedule reflects your whole day, not just your bookings.

💡 Adding a custom event is also how you block off unavailable time on your calendar. For the full steps on creating one, plus the other three ways to block time (Out-of-Office notifications, one-day availability adjustments, and linked external calendars), see Blocking Off Unavailable Time in Your Calendar →

To move or reschedule a custom event, click it on your calendar, then Edit in the preview pop-up, update the date or time, and click Save. Drag and drop isn't supported for this event type.

Rescheduling Events

Your calendar holds several different event types, and the way you reschedule depends on which type you're moving. The good news: one method works for almost everything.

The universal method is to click the event, then click Edit in the preview pop-up. A modal opens with the event details, where you can update the date and time, then click Save to confirm.

💡 Drag and drop is a faster shortcut, but it only works for rescheduling one-on-one sessions.

To reschedule an event using the universal method:

1. Click the event on your Practice Better calendar to open the preview pop-up.
2. Click Edit in the pop-up.
3. Update the date and time in the modal.
4. Click Save to confirm the change.

Here's how each event type reschedules:

📍 Tasks are not linked to sessions. Rescheduling a session does not move any related task or reminder, and rescheduling a task does not affect a session. If you move a session and want a related reminder to shift too, update the task separately.

Testing Your Availability

Before committing to a new time with a client, you can test whether a slot actually works. This is the fastest way to confirm a slot is bookable before you offer it.

You can access Test Availability from two places: your Calendar page or your Availability page.

From your Calendar:

1. Click the 3 dots near the top-right of your Calendar and select Test Availability.
   

From your Availability page:

1. Go to My Schedule > My Availability.
2. Click the Test availability icon in the top-right corner.
   

Either entry point opens the same tool:

2. Select a service, service method, session date, and start time. To test in a different time zone, adjust the Time Zone drop-down.
   
    
3. Click Test. The pop-up will let you know if the slot is available, or show you what's blocking it, such as settings, existing sessions, or external events.
   

If the slot is unavailable, the tool lists the specific reasons, so you know exactly what to adjust rather than guessing.

Learn more about Testing and Troubleshooting Your Availability →

Printing Your Schedule

Need a hard copy for the day or week ahead? You can print your calendar in a few clicks.

1. Go to My Schedule > My Calendar.
2. Select your desired View and Display Options to include or exclude event types from the printout.
3. Click the Print button in the top-right corner.
   

This generates a printout of both your events and your availability.

📍 The View and Display Options you choose control what appears on the printout. To adjust which event types show, see Managing Your Calendar Options and Filtering Events →