🖥️ For practice admins using Practice HQ on the web. You need the Settings permission to open Feature settings, and some parts also need Supervision or Providers and admins.
This article covers the practice-wide choices in Settings → Organization → Feature settings: terminology, scheduling outside provider availability, unmarked sessions, bulk sign-off and per-provider feature control. It also lists the features Oasys turns on for you.
In this article
1. Terminology: clients or patients
Terminology sets how Oasys refers to the people your providers work with.
Go to Settings → Organization → Feature settings.
Under Terminology, choose Patients or Clients.
The choice saves straight away and applies across the platform for every provider in your practice.
If it has never been set, Oasys uses Clients.
The Practice HQ Clients / Patients tab and other labels follow this setting.
💡 Tip: Individual providers can't override this. On their own screen they see a note that "This setting is configured by your practice."
2. Scheduling outside provider availability
This switch decides whether practice staff can book appointments outside a provider's published hours.
Go to Settings → Organization → Feature settings → Scheduling → Allow administrators to schedule outside availability. It's on by default.
When it's on, practice admins and staff with the Scheduling permission can create and reschedule appointments outside a provider's published hours. This includes creating recurring series, resolving conflicts, and editing or extending a series.
When it's off, staff can only book inside each provider's availability. Appointments already booked outside hours are kept.
Turning it back on doesn't automatically restore dates that were skipped in a recurring series. Use the conflict-resolution or series-management flow to schedule them.
✅ Good to know: This setting doesn't change the provider's availability, doesn't allow overlapping appointments, and doesn't open extra hours for client self-booking. Providers can always schedule outside their own availability.
3. Unmarked sessions
Unmarked sessions sets what happens when an appointment's time passes without a recorded session, for example when the provider never started the session and never marked the appointment.
Go to Settings → Organization → Feature settings → Scheduling → Unmarked sessions, and choose one option. After the appointment's end time, Oasys closes it automatically as:
No Show (the default): the appointment closes as a no-show.
Completed: the appointment closes as completed, and Oasys creates an empty completed session for it. That session is then available for billing under your existing billing settings.
Things to know
The setting applies to all providers in your practice. Providers can't override it, and they don't see a personal version of it in their own settings.
It only affects appointments that end unmarked after you save the change. Appointments that were already completed, cancelled or marked no-show, and appointments that already have a session, are never changed.
Phone appointments aren't governed by this setting. An unmarked phone appointment completes automatically.
Group appointments aren't governed by this setting either.
Sessions that were started but never saved aren't governed by this setting. Oasys completes them about 1 hour after the appointment's end time: the appointment becomes Completed if the session has activity (a video call, notes, audio or a transcript), or No Show if it doesn't.
4. Bulk sign-off
Bulk sign-off lets your team sign or approve several notes in one go.
Bulk signing provider notes: allow providers to sign multiple session notes at once.
Bulk approval supervisee notes: allow supervisors to approve all pending supervisee notes at once.
💡 Tip: The Bulk sign-off card only appears if you also have the Supervision permission, and saving a change needs both Supervision and Settings. See Supervision.
5. Feature control for each provider
Feature control turns specific features on or off for individual providers.
The table lists every active provider, sorted by name, with their Role and a switch for each feature. Inactive providers aren't listed.
Which feature columns appear depends on what's available to your practice, for example AI Copilot, Patient Health Stats and Patient Mood Journal.
Use Search providers... to find someone by name, email or role.
Each switch saves as soon as you change it.
💡 Tip: Loading and changing these switches also needs the Providers and admins permission. Without it, the table shows "No controllable features available for providers."
6. Features Oasys turns on for you
Some capabilities aren't in Feature settings because Oasys turns them on for your practice rather than being self-serve.
These include Group Sessions, AI-generated notes (AI Progress Notes), the DBT Diary Card, and many more.
The public online booking widget is also enabled by Oasys, not from Settings.
To have one of these turned on, contact Oasys support.
💡 Tip: Want prospective clients to book a free consult online while existing clients keep booking through the portal? Ask support to enable the widget and connect only your consult service to it, then turn off direct booking for that service in each provider's scheduling policies.
Frequently asked questions
Another provider has a feature I don't (for example, Diary Cards). How do I get it?
Some features, such as AI Copilot, Patient Health Stats and Patient Mood Journal, can be switched per provider by a practice admin in Settings → Organization → Feature settings → Feature control. Others, including DBT Diary Cards, AI Progress Notes and Group Sessions, are turned on by Oasys. Contact support.
Can individual providers override the terminology setting?
No. When it's set at the practice level it applies to everyone, and providers see a note that it's configured by the practice.
Can individual providers choose their own unmarked-session outcome?
No. In a practice, the Unmarked sessions choice in Feature settings applies to every provider.
Can admins book outside a provider's hours?
Yes, while Allow administrators to schedule outside availability is on under Settings → Organization → Feature settings → Scheduling. It's on by default. Staff also need the Scheduling permission.
How do I turn on the online booking widget?
It's enabled by Oasys rather than self-serve. Contact support to turn it on.