🖥️ For providers using the Oasys web app. If you're part of a practice, some of these settings may be managed by your practice admin in Practice HQ.
This article helps you set up how clients book with you. It covers your bookable hours, your booking, cancellation, and reminder policies, no-show and late cancellation fees, and connecting Google Calendar.
In this article
1. Setting your availability
Your availability decides which times clients can book. It doesn't limit the appointments you create yourself.
Go to Settings → Scheduling → Availability:
Timezone: the time zone your hours are set in.
Active days: choose which days have bookable hours.
Time slots: set one or more bookable ranges for each active day. You can copy a time to all days.
Separate by session mode: set different hours for In-person and Telehealth appointments, instead of one set of hours for All appointments.
For one-off time off, use a calendar block (see Blocking time on your calendar).
2. Scheduling policies
Scheduling policies control how clients book, cancel, and hear from you about appointments.
Go to Settings → Scheduling → Scheduling policies.
Direct booking
Enable direct client booking: let clients book appointments from their client portal. This applies to the portal only; the scheduling widget has its own setup.
Require booking approval: clients request appointments for your approval instead of booking directly. Applies to the portal and the widget.
Block time slots with Google Calendar events: shown once Google Calendar is connected. Stops clients booking during your Google Calendar events. Applies to the portal and the widget.
Minimum notice period: how far in advance clients must book (No minimum notice, 1, 4, 12, 24, 48, or 72 hours, or 1 week).
Maximum advance booking: how far ahead clients can book (No limit, 1 or 2 weeks, or 1, 2, 3, or 6 months).
Cancellations
Allow client cancellations: if off, clients can't cancel on their own. The next two settings appear only when this is on.
Require cancellation approval: all client cancellation requests need your approval.
Late cancellation threshold: the window before an appointment when a cancellation counts as late. Choose No threshold (no late fees), 4, 8, 12, 24, 48, or 72 hours before, or Custom... for 1 to 720 hours.
Client cancellations inside the late window always need your approval and can incur a late fee.
Rescheduling
Allow client reschedule requests: clients can request to reschedule their own appointments. You approve or deny each request.
Client Notifications
Send appointment updates: notify clients when you schedule, reschedule, or cancel an appointment.
Send appointment reminders: automatically send clients reminders before their appointments.
Reminder timing: tick one or more of 1 hour, 24 hours, 48 hours, 72 hours, or 1 week before the appointment.
Unmarked sessions
Choose what happens to appointments that end without a session being started or logged. See Appointments you don't mark.
3. No-show and late cancellation fees
Fees are set per service type, not as one global setting, so you can charge different fees for different types of sessions.
Go to Settings → Scheduling → Default services, then edit a service.
No-show fees
Set a single No-show Fee for the service. If the service offers more than one mode, you can turn off Use the same preferences for all session types and set a no-show fee for each mode (in-person, telehealth, phone).
The fee applies when an appointment is marked No Show: from the No Show option in the cancel menu, from Edit → Status, or automatically if unmarked appointments are set to No Show.
Once marked, the no-show fee is used during billing. It appears in the Bill sessions tab like any other billable item.
To use a different amount for one appointment, open it, click the three-dot menu → Edit, and change No-Show Fee. The appointment keeps your amount, shown as "Manual override" next to the service's default.
Late cancellation fees
Like no-show fees, the late cancellation fee can be a single amount or set per session mode.
When you choose Cancel Late on an appointment, it becomes billable at the late-cancellation fee from the client's pricing rule or your service default.
If you change that fee, unbilled late cancellations update too. An amount you enter by hand on one appointment stays fixed; clear it to go back to the calculated fee. Invoices already sent keep their amounts.
To charge one client a different late-cancellation fee, use a pricing rule. See Custom pricing per client.
When a client cancels inside the late window, the request comes to you for approval, already marked as late. You can approve it without the fee by unticking the late cancellation box.
💡 Tip: Late cancellation fees need two settings. The late cancellation threshold is set in Scheduling policies (for example, 24 hours before). The fee amount is set per service in Default services.
⚠️ Important: No-show and late cancellation fees are only billable if the client's billing type is Cash Pay or Insurance. If a client is set to Not Billed, fees won't appear in Bill sessions.
4. Google Calendar
Connect Google Calendar to keep your appointments and your other commitments in step.
Connect it in Settings → Scheduling → Calendar integrations.
Oasys adds your appointments to a separate calendar in your Google account called Oasys Calendar, using only the client's initials.
Appointments you create, reschedule, cancel, or delete in Oasys are updated there.
Changes you make to those events in Google don't change the appointment in Oasys, so always make changes in Oasys.
Oasys can also read your busy times from Google. Turn on Block time slots with Google Calendar events in Scheduling policies to stop clients booking over them. Use the legend's Google Calendar toggle to see your Google events on your Oasys calendar.
Frequently asked questions
Can clients see my calendar?
No. Clients only see your available time slots when booking, not your full calendar or other clients' appointments.
What happens if I have a conflict on my Google Calendar?
If you've connected Google Calendar and turned on Block time slots with Google Calendar events, those times are unavailable to clients. Clients can't book during them.
How do late cancellation fees work?
First, set your late cancellation threshold in Settings → Scheduling → Scheduling policies (for example, 24 hours). Then set the fee amount per service in Settings → Scheduling → Default services. When a client cancels within the threshold, you approve the request and decide whether to apply the fee.
Can I charge different no-show fees for telehealth and in-person?
Yes. When editing a service that offers more than one session mode, turn off Use the same preferences for all session types and set separate no-show and late cancellation fees for each mode.
Can I change the no-show fee for just one appointment?
Yes, if billing is on and the appointment hasn't been billed. Open it, choose Edit, and change No-Show Fee. Your amount is kept for that appointment and marked as a manual override.