This guide covers how to manage scheduling across your practice — viewing therapist calendars, booking rooms, creating appointments on behalf of therapists, and understanding the difference between rooms and locations.
In this article:
1. Scheduling overview
Where to find it: 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.
2. Upcoming sessions and cancellations
The top of the scheduling page shows two summary cards:
Upcoming Sessions — next appointments across all therapists, showing client name, therapist, time, and status. Click "View all sessions" to see appointments through the end of the week.
Recent Cancellations — cancellations from the past 7 days, showing who cancelled (client, therapist, or manager), the original time, and the client name.
3. Rooms vs. locations
These are two separate concepts in Oasys:
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. Therapists can be assigned to specific locations.
Rooms are individual therapy spaces within your practice — e.g., "Room A", "Blue Room", "Group Room." They represent bookable physical spaces that therapists use for in-person sessions.
💡 Key difference: Locations are about where your practice is. Rooms are about which space a session happens in. Rooms are practice-wide — they're not tied to a specific location.
4. Room schedule view
Below the summary cards, you'll see 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, extends automatically if bookings fall outside).
Booking blocks are color-coded by therapist and show the therapist's name and time.
Hover over a booking to see the full therapist name, client, and time range.
Click a booking to see details and navigate to the therapist's calendar.
Click an empty slot to start creating a new booking for that room and time.
Use the date navigation (Previous/Next, "Today", or calendar picker) to view different days.
5. Booking on behalf of a therapist
Practice admins can create appointments for any therapist in the practice:
From the Room Schedule, click an empty slot or the Create Booking button.
A therapist picker appears — select which therapist the appointment is for.
The standard booking flow opens: choose event type, select time, optionally assign a room, and confirm.
You can also create appointments from a therapist's calendar view (see below).
💡 When you click an empty slot in the room schedule, the room and time are pre-filled in the booking form — just select a therapist and client to complete it.
Room assignment during booking
If your practice has active rooms, a room selector appears during the booking flow:
Available rooms are shown with their name.
Unavailable rooms are grayed out with the conflict details (who has the room and when).
You can also select "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 subsequent instances.
If the room is unavailable for a specific instance, it's dropped for that occurrence and you're notified.
6. Viewing therapist calendars
Click View Calendars to see individual therapist schedules:
Select a therapist from the dropdown.
Their full calendar loads — same view they see on their own dashboard.
You can create appointments, view details, and manage bookings from here.
Breadcrumb navigation keeps you oriented: Practice Scheduling → View Calendars → [Therapist Name].
7. Managing rooms
Where to find it: Settings → Organization → Rooms, or click Manage Rooms from the room schedule.
Add a room: Click Add Room and enter a name (e.g., "Room A", "Group Therapy Room").
Edit a room: Update the name or toggle active/inactive status.
Delete a room: Only possible if the room has no upcoming bookings. If it does, you'll need to reassign or cancel those bookings first.
⚠️ Deactivating a room (setting it to inactive) hides it from the room selector during booking but preserves existing bookings. Deleting a room is permanent.
8. Managing locations
Where to find it: Settings → Organization → Locations.
Enable the Multiple Locations toggle if your practice has more than one office.
Add locations with a nickname and full address.
One location is marked as the default.
Therapists can be assigned to specific locations, and locations appear as context when scheduling appointments.
Frequently asked questions
Can I see all therapists' schedules at once?
The Room Schedule view shows all bookings by room. To see individual therapist calendars, use the View Calendars mode and select a therapist from the dropdown.
Can I assign rooms to specific locations?
Not currently. Rooms are practice-wide — any therapist at any location can book any active room.
What happens if two therapists try to book the same room?
The room selector shows real-time availability. Rooms with conflicts are grayed out and show who has the room booked. Double-booking is prevented.
Can therapists book rooms themselves?
Yes. The room selector appears during the standard booking flow for any user creating an in-person appointment (when rooms are configured).