When scheduling with a client, providers can easily book up to 4 sessions at a time with the Multi-Scheduling tool. Scheduling multiple sessions at once saves time and ensures clients are consistent with their therapy.
When to Schedule Multiple Appointments
We highly recommend all providers use the multi-scheduling tool starting with the first or second session with a client. This sets the expectation that therapy is not a quick fix, and allows clients to develop a habit of weekly or biweekly therapy. Other reasons include:
You and your client want to set up a series of sessions in advance.
A client prefers having predictable appointments week over week.
You want to reduce the back-and-forth of scheduling one session at a time.
You want to block off a calendar slot so other clients cannot book when your routine client normally has their session.
Step 1: Start a New Booking
Log in to your provider portal.
Go to the Schedule tab.
Click New Appointment in the top right corner, or the slot on your calendar where you'd like to schedule.
Select the client you'd like to schedule.
You’ll see the option to schedule 1, 2, 3 or 4 sessions.
Step 2: Select Multi-Scheduling
To access the Multi-Scheduling Tool from the scheduling options, simply select 2 or more sessions from the list.
You’ll be prompted to decide if these sessions should repeat weekly or biweekly.
Step 3: Choose Dates and Times
Choose the location of your first session.
Select the first session date and time for your sessions.
Choose the duration of your session from the dropdown.
Click Show Sessions
Note: You can alter location, date and time for each session in the series on the next step.
Step 4: Review and Edit
Once all sessions are selected, a confirmation screen will display the full list.
If you'd like to skip a session, uncheck the left box.
Click the pencil icon on each session to edit individual session details, such as time, date, location or duration.
Step 5: Confirm and Schedule
Double-check the dates, times, and session details.
When you're ready, select the Schedule button.
Your client will automatically receive appointment confirmations for all scheduled sessions.
If they are a Full Access Client, they can see all their upcoming appointments in their client portal.
Managing Conflicts
When scheduling multiple appointments, you will be notified of any conflicts and given the opportunity to edit sessions prior to scheduling.
Scheduling Over Busy Time
If a session overlaps with Busy time on your calendar, you will be notified with an orange alert sign. Busy time includes any Away time you've added, or external events from calendar sync. You may choose to schedule the session over the busy time.
Scheduling Over Blocked Time
If a session overlaps with a Conflict on your calendar, you will be notified with a red alert and a description of the conflicting appointment. Conflicts include any Tava sessions on your calendar. You must edit the session before scheduling, or skip that date.