This article is for practice leadership and admins that have access to Practice HQ and are using the Oasys web platform.
This guide covers how to manage scheduling across your practice — viewing provider calendars, booking rooms, creating appointments on behalf of providers, connecting a personal calendar, controlling what clients can do on their own, and understanding the difference between rooms and locations.
In this article:
1. Scheduling overview
Where to find it: the Scheduling tab in Practice HQ.
The Scheduling tab gives you a bird's-eye view of all appointments and room usage across your practice. By default you'll see an overview with upcoming sessions, recent cancellations, and the room schedule grid. A provider dropdown at the top defaults to All providers — leave it there to see the whole practice, or pick a single provider to focus on their schedule.
2. Upcoming sessions and cancellations
The top of the Scheduling page shows two summary cards:
Upcoming Sessions — the next appointments across all providers, showing client name, provider, time, and status. Select "View all sessions" to see appointments through the end of the week.
Recent Cancellations — cancellations from the past 7 days, showing who cancelled (client, provider, or manager), the original time, and the client name.
3. Viewing provider calendars
To see one provider's schedule, use the provider dropdown at the top of the Scheduling tab and select their name (it defaults to All providers). Their full calendar loads — the same view they see on their own dashboard — and you can create appointments, open details, and manage bookings from there.
💡 There's no separate "View Calendars" button — choosing a provider from the dropdown is how you switch from the whole-practice view to a single provider's calendar.
⚠️ Only the Practice Owner/Admin role can view every provider's schedule. An individual provider sees only their own calendar — there is currently no setting that grants a non-admin provider visibility into a colleague's calendar.
4. Rooms vs. locations
Rooms and locations are two separate Organization settings:
Locations are your physical office addresses — e.g., "Main Office at 123 Elm St" and "Satellite Office at 456 Oak Ave." They represent where your practice operates, and the location on an appointment is used as the facility on insurance claims.
Rooms are individual therapy spaces within your practice — e.g., "Room A", "Blue Room", "Group Room." They're bookable physical spaces providers use for in-person sessions.
💡 Key difference: Locations are about where your practice is (and drive the claim facility). Rooms are about which space a session happens in. Rooms are practice-wide — they're not tied to a specific location.
5. Room schedule view
Below the summary cards is the Room Schedule — an interactive grid showing all rooms and their bookings for the day.
Rows represent rooms. Columns represent hours (default: 8 AM – 8 PM, extending automatically if bookings fall outside that range).
Booking blocks are color-coded by provider and show the provider's name and time.
Hover over a booking to see the full provider name, client, and time range.
Select a booking to see its details and open the provider's calendar.
Select an empty slot to start creating a new booking for that room and time.
Use the date navigation (Previous/Next, "Today", or the calendar picker) to view different days.
6. Booking on behalf of a provider
Practice admins can create appointments for any provider in the practice:
From the Room Schedule, select an empty slot or the Create Booking button.
When prompted to choose a provider for the booking, select which provider the appointment is for.
The standard booking flow opens: choose the event type, select the time, optionally assign a room, and confirm.
💡 When you start from an empty slot in the room schedule, the room and time are pre-filled — just pick a provider and client to complete the booking.
Room assignment during booking
If your practice has active rooms, a room selector appears during the booking flow:
Available rooms are shown by name.
Unavailable rooms are grayed out with the conflict details (who has the room and when).
Choose "Unassigned" if no room is needed (e.g., for telehealth sessions).
Rooms with recurring appointments
When creating a recurring appointment with a room:
The room is assigned to the first instance.
Oasys attempts to assign the same room to all later instances.
If the room is unavailable for a specific instance, it's dropped for that occurrence and you're notified.
💡 For a recurring calendar time-block that repeats every other week, there's no dedicated "biweekly" preset (that preset exists for appointments). Use the custom recurrence option and set the interval to 2 weeks. The interval field only accepts changes through its up/down control — typing over it or using backspace won't edit it.
7. Managing rooms
Where to find it: Settings → Organization → Rooms, or select Manage Rooms from the room schedule.
Add a room: select Add Room and enter a name (e.g., "Room A", "Group Therapy Room").
Edit a room: update the name or toggle its active/inactive status.
Delete a room: only possible if the room has no upcoming bookings. If it does, reassign or cancel those bookings first.
⚠️ Deactivating a room hides it from the room selector during booking but preserves existing bookings. Deleting a room is permanent. If your practice runs in Charter School mode, the Rooms setting is hidden entirely — school-based practices manage space differently, so this is expected, not a missing feature.
8. Managing locations
Where to find it: Settings → Organization → Locations.
Turn on the Multiple practice locations toggle if your practice has more than one office.
Add locations with a nickname and full address.
Mark one location as the default.
Providers can be assigned to specific locations, and the location on an appointment is used as the facility on insurance claims.
9. Connecting a calendar
Oasys syncs with Google Calendar only, and the connection is per provider — each provider connects their own Google account from their personal Settings. There is no practice-wide or admin-managed calendar sync, and no way to connect every provider's calendar from one place.
Microsoft 365 appears as a card marked not currently available — it can't be connected yet.
Because sync is personal, admins view provider schedules inside Oasys on the Scheduling tab rather than through an external calendar feed.
10. What clients can do on their own
Each provider controls what their clients can do from their own scheduling settings, using three independent toggles:
Enable direct client booking — lets clients book new appointments themselves.
Allow client cancellations — lets clients cancel an existing appointment.
Allow client reschedule requests — lets clients request a new time for an existing appointment.
💡 These three are set separately, so a provider can allow one without the others. Note that when direct booking is on, a client creating a new appointment can always see the provider's open time slots — there's no setting that hides available times while still allowing booking.
11. Late-cancellation fees
Late-cancellation fees have two parts, configured in different places:
The late-cancellation window (how far ahead of a session a cancellation stops being "on time") is set under Scheduling Policies.
The fee amount is set per service, and can differ by session mode — In-Person, Telehealth, or Phone.
There's no way to scope a late-cancellation fee to a single client. If you need a one-off fee, either create a dedicated service for that situation or raise a standalone invoice manually.
Frequently asked questions
Can I see all providers' schedules at once?
Yes. The Scheduling tab defaults to All providers, showing the whole practice by room. To focus on one person, pick their name from the provider dropdown.
Can I book for another provider?
Yes — on the Scheduling tab, pick the provider from the dropdown, then create the booking.
Can I assign rooms to specific locations?
Not currently. Rooms are practice-wide — any provider at any location can book any active room.
What happens if two providers try to book the same room?
The room selector shows real-time availability. Rooms with a conflict are grayed out and show who already has the room, so double-booking is prevented.
Can providers book rooms themselves?
Yes. The room selector appears during the standard booking flow for anyone creating an in-person appointment when rooms are configured.
Does Oasys sync with Outlook or Microsoft 365?
Not yet — calendar sync is Google Calendar only, and each provider connects their own account. Microsoft 365 shows as "not currently available."
Can I give a provider visibility into a colleague's calendar?
Not currently. Only the Practice Owner/Admin role can view every provider's schedule; individual providers see only their own. This has been raised as a feature request with no committed timeline.
A session was marked no-show but the client actually attended — how do I fix it and add a note?
If the session was already invoiced, void or refund the no-show invoice first (the fee for a no-show and a completed session differ), then change the appointment status to Completed and add your note.