SimplePractice offers a comprehensive Help Center with step-by-step tutorials to guide you through managing your availability and syncing your calendar.


For detailed instructions on updating your availability, please refer to their official guide: Click here. 


To sync your personal calendar (such as Google Calendar or iCal) with your SimplePractice calendar, please review this article: Click here.


A brief summary is provided below, but the full tutorial is a great resource if you have specific questions.


Purpose:

To provide clear, step-by-step instructions for providers on how to update their availability in SimplePractice and sync their personal calendar, ensuring accurate scheduling, reduced conflicts, and optimal client care.


Please note: We will book clients into your calendar, so please make sure you keep this up to date!

Who This Is For:

All providers using SimplePractice to manage their availability, calendar, and client appointments.

UPDATING YOUR AVAILABILITY WITH SIMPLEPRACTICE

When to Update Availability:

  • When starting with SimplePractice.

  • When taking planned time off (vacation, leave, etc.).

  • When changing regular working hours.

  • When adding new availability for specific days or time slots.

Step-by-Step Instructions:

Step 1: Log In

  1. Go to simplepractice.com

  2. Click Login in the top-right corner.

  3. Enter your email address and password.

Step 2: Access Calendar Settings

  1. Once logged in, navigate to the Calendar view on the left sidebar.

  2. In the top-right corner, click on the gear icon (⚙️) or choose Settings.

  3. Select Availability Schedule from the dropdown or sidebar menu.



Step 3: Set Your Availability

  1. Click anywhere on your calendar to start adding availability

  2. Choose the day(s) of the week and set the time range(s) you are available.

  3. Select the location for your availability (e.g., Telehealth, Office, etc.).

  4. Choose the appointment types you want to offer during that time block (e.g., Individual Therapy, Initial Assessment).

  5. Set the title of your availability "I.e. Jen Monday/Tuesday Availability" 

  6. Click Done to save the block.

Tip: You can set multiple time blocks per day if needed.

Step 4: Edit or Remove Existing Availability

  1. Click on an existing availability block in your calendar

  2. Edit the information or  select the trash icon to delete.

  3. Make any necessary changes and click Save.

Step 5: Add Time Off (Optional)

  1. From the Calendar, click on the date or time that you would like to block as Out of Office

  2. Select "All Day" or enter the time frame that you would like blocked

  3. Click Save – clients will not be able to book during this time.

  4. If you cannot see the time off displayed on your calendar, make sure that under the "Locations" drop down you have selected "Unassigned"

  5. This can also be used to book off time for events (i.e. lunches, conferences etc if you would like them to show up with a title and not just out of office in your calendar.



Best Practices:

  • Review your availability weekly to ensure it reflects your current schedule.

  • Use the Time Off feature for holidays, vacations, or personal days.

  • Notify your team or admin of any major changes to your regular schedule.

SYNCING YOUR EXTERNAL CALENDAR TO SIMPLEPRACTICE



When to Sync Your Calendar to SimplePractice

  • Sync your calendar to SimplePractice as soon as you begin using the platform

Step-by-Step Instructions:

Step 1: Log In

  1. Go to simplepractice.com

  2. Click Login in the top-right corner.

  3. Enter your email address and password.

Step 2: Navigate Settings

  1. Once logged in, click on the settings option on the left part of the screen (below Activity)

  2. Under Settings, locate Client Care, then click the Scheduling and Inquiries dropdown to access Calendar.



Step 3: Connecting the Right Calendar


In this section, click Connect next to the external calendar you’d like to use.

Note: You can also choose your preferred client name display format here (e.g., initials, first name with last name initial, etc.).



Best Practices:

  • Regularly update your external calendar with personal events, time off, and commitments to prevent scheduling conflicts.
  • Sync only your main calendar to SimplePractice to avoid duplicate events or confusion across multiple calendars.
  • Check your sync and privacy settings to ensure events display correctly and client information is shared according to your preferences.

Need Help?

If you encounter any issues: