Managing your calendar

Updated

Using your Sigmund calendar

Once you set your weekly working hours in the provider portal, Sigmund, we'll display availability for new client bookings around your schedule. You'll have availability based on the open spots in your calendar, which we'll display as openings to prospective clients.

Aside from the unavailable hours we automatically pull from any external calendar(s), you can also set other specific blocks of unavailable time directly in your Headway calendar.

You have the option to: 

  • Add sessions, phone consultations, unavailability blocks, or 
  • Update your working hours

 

Setting availability / working hours

Set your weekly working hours in Sigmund so new clients can book with you. 

To set working hours

  1. Visit your calendar settings page 
  2. Click on the toggle to the right of the day(s) you'd like to set availability for 

    toggling_days_on_AdobeExpress.gif

  3. Adjust the Start/End times and location as needed 

    setting_hours_AdobeExpress.gif

 

To add additional blocks of availability on the same day

  1. Click the Screenshot 2023-08-18 at 2.57.31 PM.png next to the toggle
  2. Adjust the Start/End times and location as needed

    adding_more_hours_AdobeExpress.gif

To remove blocks of availability, click the trash can icon to the right of the location. 

  Providers with a range of working hours (ex. M, W, F 9-6; T, Th 10-5) are 4x more likely to receive a referral.

When you sync your external calendar(s), Headway will automatically remove availability that conflicts with your external events so you won’t be double-booked.

 

Adding blocks of unavailability

Aside from the unavailable hours we automatically pull from your external calendar(s), you can also set specific unavailable hours directly in your Headway calendar.

To add blocks of unavailability

  1. Visit your calendar
  2. Click the green Add button
  3. Select "unavailability" from the dropdown 
  4. Fill out the details of your unavailability 
  5. Click "save"

 

Adding individual appointments to your calendar

Once you've added a client to your roster:

  1. Visit your calendar
  2. Click the green Add button
  3. Choose from session or phone consultation
    • You'll be able to enter the relevant details right in that window
  4. If this is an individual appointment that won't be repeating, leave the "Recurrence" selection as "Does not repeat"
  5. Click "Save" to put the session on your calendar

 

Adding repeat appointments

Once you've added a client to your roster:

  1. Visit your calendar
  2. Click the green Add button
  3. Choose from session or phone consultation
    • You'll be able to enter the relevant details right in that window
  4. Select the frequency of the appointment in the dropdown under "Recurrence"
    • This will allow you to set recurring appointments, whether they repeat every week or every other week
  5. Click "Save" to put the session on your calendar

 

Adding one-off availability

If your schedule changes often, set working hours that most commonly reflect your schedule. 

Instead of going in to add sporadic openings, you can add “unavailability” blocks, after you have confirmed your working hours.

 

Removing individual sessions from your calendar

To remove an existing session from your calendar, you'll have to cancel it: 

  1. Visit your calendar
  2. Click into the session you need to cancel
  3. Select "cancel session"
  4. Select the reason for cancellation and confirm the client fee (if any)

Removing recurring sessions from your calendar

To remove recurring sessions from your calendar, you'll have to cancel them: 

  1. Visit your calendar
  2. Click into the session you need to cancel
  3. Select "cancel session"
  4. Select the reason for cancellation and confirm the client fee (if any)
  5. Select "this and all following sessions" 
     

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