Sessions

What it is

Create and manage client sessions and appointments

Who it's for

Workspace Owner Staff

Access & Scope

Property	Value
Module	sessions
Personas	workspace-owner, staff
Scope	Workspace-level
UI Location	Dashboard > Sessions

| Status | active |

UI Location

Dashboard > Sessions

How it works

The Sessions feature provides comprehensive session and appointment management. Here's how it works:

1. Session Creation: Create new sessions by providing:

   • Session name (required)
   • Client selection (required)
   • Service selection (required) - Each session can be linked to one or more services with scope: "sessions"
   • Responsible Staff (optional) - Assign a staff member to the session
   • Date and start time (required)
   • Duration in minutes (auto-calculated from selected services, or manually set) - Minimum 1 minute
   • Status: scheduled, in-progress, completed, or cancelled
   • Pre-session field values (custom fields for pre-session phase)

   Automatic Duration Calculation:

   • When you select services, the system automatically calculates the session duration as the sum of all selected services' durations
   • You can manually override the calculated duration if needed
   • A warning is displayed if the manual duration differs from the calculated duration
   • A button is provided to quickly apply the calculated duration

2. Session Management:

   • View all sessions in calendar or list format
   • Edit session details (name, date, time, duration, status, client, services, responsible staff)
   • Delete sessions
   • Track session status through workflow stages
   • Sessions are visually identified in calendar by the first selected service's color (colored dot)
   • Multiple services can be assigned to a single session

3. Custom Fields System: Sessions support three phases of custom fields:

   • Pre-session fields: Completed before the session starts (e.g., intake forms, medical history)
   • During-session fields: Completed during the session (e.g., treatment notes, observations)
   • Post-session fields: Completed after the session (e.g., follow-up instructions, outcomes)

4. Session Status Workflow:

   • Scheduled: Session is planned but not yet started
   • In-progress: Session is currently happening
   • Completed: Session has finished
   • Cancelled: Session was cancelled

5. Working Hours Validation: The system checks if session times fall within workspace working hours and warns if outside normal business hours.

6. Overlapping Sessions Detection: The system can detect and warn about overlapping sessions for the same client or staff member.

7. Integration Features:

   • Link sessions to clients
   • Link sessions to one or more services (required) - Each session must have at least one service with scope: "sessions" assigned
   • Assign responsible staff member (optional) - Track which staff member is responsible for the session
   • Attach files and images to sessions
   • Add admin notes
   • Generate invoices from sessions
   • Link to client evaluations
   • Service colors are displayed in calendar views for quick visual identification (uses first service's color)
   • Duration is automatically calculated from selected services' durations

Settings

The Sessions feature includes the following configurable settings:

1. Session Field Management:

   • Create custom fields for each phase (pre, during, post)
   • Configure field types, labels, descriptions, and validation
   • Set field order within each phase
   • Mark fields as required or optional
   • Enable/disable field filtering in calendar view
   • Archive or restore fields

2. Field Types: Same as client fields:

   • Text, textarea, number, boolean
   • Date, datetime
   • Select, multi-select
   • Image, file upload
   • Signature capture
   • Array and object (nested structures)
   • Team member selection

3. Evaluation Field Management:

   • Separate field management for client evaluations
   • Evaluation fields are linked to sessions but managed independently
   • Support for the same field types as session fields

4. Calendar Settings:

   • View modes: Day, Week, or Month
   • Time slot intervals (30-minute default)
   • Client filtering
   • Custom field filtering
   • Timezone handling (uses workspace timezone)

5. Session Defaults:

   • Default duration (60 minutes)
   • Default status (scheduled)
   • Default time (09:00)

Permissions

Access to the Sessions feature is controlled by role-based permissions:

• sessions.view: Required to view sessions in calendar or list view
• sessions.create: Required to create new sessions
• sessions.update: Required to edit existing sessions (including invoice edits)
• sessions.delete: Required to delete sessions

Default Access:

• Workspace Owner: Has all permissions by default
• Staff: Permissions are granted based on their assigned roles. Staff without sessions.view permission will not be able to view sessions.

Note: Session custom field definitions and evaluation field definitions are managed inside the workspace and are typically restricted via staff roles.

Use Cases

1. Appointment Scheduling:

   • Schedule client appointments with specific dates and times
   • Set session duration based on service type
   • Track appointment status through the workflow

2. Session Documentation:

   • Use pre-session fields to collect intake information
   • Use during-session fields to document treatment or service delivery
   • Use post-session fields to record outcomes and follow-up instructions

3. Workflow Management:

   • Track sessions through their lifecycle (scheduled → in-progress → completed)
   • Cancel sessions when needed
   • View session history for clients

4. Calendar Planning:

   • View all sessions in calendar format
   • Identify available time slots
   • Plan staff schedules
   • Avoid double-booking

5. Client Progress Tracking:

   • Link multiple sessions to the same client
   • Track progress over time
   • Review session history
   • Generate progress reports

6. Service Documentation:

   • Document services provided during sessions
   • Attach photos, files, or notes
   • Generate invoices from session data
   • Link to client evaluations

Services Management

The Sessions section includes a Services tab where workspace owners can manage services:

1. Service Creation: Create workspace services with:

   • Name (required, unique within workspace)
   • Description (optional)
   • Default duration in minutes (optional) - Used for automatic session duration calculation
   • Default price (optional)
   • Color (optional, unique within workspace) - Used for visual identification in calendar
   • Scope (required, default: "sessions") - Determines the purpose of the service. Currently only sessions is supported
   • Active status (default: true)

2. Service Management:

   • Edit service details
   • Mark services as inactive (without deletion)
   • Delete services (if not used in sessions)
   • Service names and colors must be unique within the workspace

3. Service Usage:

   • Services with scope: "sessions" are required when creating sessions (at least one service)
   • Multiple services can be selected for a single session
   • Service colors appear as colored dots in calendar views (uses first service's color)
   • Service information is used in session statistics and reports
   • Session duration is automatically calculated from the sum of selected services' durations
   • Services with different scopes (future feature) won't appear in session service selection

Notes / Limits

1. Session Requirements:

   • Session name is required
   • Client must be selected (must exist in workspace)
   • At least one service with scope: "sessions" must be selected (must exist in workspace and be active)
   • Multiple services can be selected for a single session
   • Responsible staff is optional but recommended for tracking
   • Date and start time are required
   • Duration must be at least 1 minute (auto-calculated from services or manually set)
   • Date must be in valid ISO datetime format
   • Duration is automatically calculated from selected services' durationMinutes values

2. Working Hours:

   • Sessions can be created outside working hours, but a warning is displayed
   • Working hours are defined in workspace settings
   • Timezone is inherited from workspace settings

3. Field Values:

   • Pre-session fields can be filled when creating a session
   • During and post-session fields are only available when editing existing sessions
   • Field values are saved per phase and can be updated independently

4. Overlapping Sessions:

   • The system can detect overlapping sessions
   • Overlap detection considers session duration
   • Warnings are shown but don't prevent session creation

5. Calendar Performance:

   • Calendar loads sessions for the visible date range
   • Large numbers of sessions may impact calendar rendering performance
   • Filtering by client or custom fields helps narrow results

6. Session Deletion: Deleting a session is a permanent action. Related data (attachments, notes, invoices) may need to be handled separately.

7. Status Transitions: While status can be changed manually, typical workflow is: scheduled → in-progress → completed. Cancelled sessions can be created at any time.

8. Time Format: All times use 24-hour format (HH:mm). Timezone conversions are handled automatically based on workspace settings.

Changelog

Latest Updates

• Multiple Services per Session: Sessions now support assigning multiple services. The duration is automatically calculated from the sum of selected services' durations.
• Automatic Duration Calculation: Session duration is automatically calculated from selected services, with the option to manually override.
• Service Scope Field: Services now include a scope field (currently: sessions) to define their usage within the workspace.
• Workspace Services: Services are now referred to as "Workspace Services" to clarify they belong to the workspace context.

Mon Jan 15 2024 02:00:00 GMT+0200 (Eastern European Standard Time)

• Initial documentation