đĽď¸ For practice admins using Practice HQ on the web. You need the Scheduling permission to use the Room schedule, create room holds and book appointments for providers.
This article explains how rooms differ from locations, how to read and use the Room schedule, how to reserve a room or book an appointment on behalf of a provider, and how rooms are assigned to appointments.
In this article
1. Rooms vs. locations
Rooms and locations are two separate Organization settings.
Locations are your office addresses, such as "Main Office at 123 Elm St" and "Satellite Office at 456 Oak Ave." They represent where your practice operates. The office recorded on an appointment is used as the service facility on insurance claims.
Rooms are individual therapy spaces, such as "Room A", "Blue Room" or "Group Room." They're bookable spaces providers use for in-person sessions.
Rooms are practice-wide. They aren't tied to a specific location.
To set up rooms and locations, see Practice details, locations and rooms.
đĄ Tip: Locations are about where your practice is, and drive the claim facility. Rooms are about which space a session happens in.
2. The Room schedule
The Room schedule sits below the summary cards on Scheduling â Practice scheduling, and shows every room and its bookings for one day.
Rows are rooms. Columns are hours, 8 AM to 8 PM by default, extending automatically if bookings fall outside that range.
Booking blocks are color-coded by provider. Room holds show their title.
Hover over a booking to see the full provider name, client and time range.
Use the arrows, Today, or the date picker to view other days.
Click an empty slot, or Create Booking, to create something in that room and time. See Booking on behalf of a provider.
Click Manage Rooms to open Settings â Organization â Rooms.
If no rooms are set up, you see No Rooms Configured with an Add a Room button.
Booking details
Click a booking to open Room Booking Details (or Room Hold Details for a hold).
Details show the room, the provider and client (or the hold's title, details and who created it), the time, and the status: Confirmed, Hold or Cancelled.
View in Calendar: opens the appointment in the provider's calendar.
Unassign Room: on a future appointment, removes the room. The appointment stays, just without a room.
Delete Hold: on a future hold, removes it.
â ď¸ Important: Using the Room schedule and holds needs the Scheduling permission. Adding, editing, deactivating or deleting rooms needs the Settings permission. If your practice is set up in Charter School mode, the Rooms setting is hidden.
3. Booking on behalf of a provider
Practice admins with the Scheduling permission can create appointments for any provider in the practice, from the Room schedule or from a calendar.
From the Room schedule
Click an empty slot or Create Booking.
Choose what to create in the dialog (Use [room name] from a slot, or Create from Room Schedule).
Room hold: "Reserve room availability without adding anything to a therapist calendar." Click Continue to Hold, then fill in Add Room Hold: Room, date and time, a Title (required, for example "Admin meeting") and optional Details. Click Add Hold.
Appointment booking: pick the Therapist, then click Create Appointment. The standard booking form opens with the room and time already filled in.
From a calendar
Click View calendars on the Scheduling tab and choose the provider.
Click Create Appointment.
Choose the provider in Select provider ("Choose a provider for the booking.") if more than one provider is selected, then click Continue.
Booking outside a provider's availability
Allow administrators to schedule outside availability is on by default, so practice admins and scheduling staff can book outside a provider's published hours.
An admin with the Settings permission can turn it off in Settings â Organization â Feature settings â Scheduling.
It applies to creating and rescheduling appointments from practice calendars and the Room schedule, including recurring series, conflict resolution, and series edits and extensions.
Turning it on doesn't restore dates that were skipped earlier. Use the conflict-resolution or series-management flow to schedule them.
Turning it off keeps existing appointments.
It doesn't change provider self-scheduling, the hours clients can book, or conflict checks, so it never lets you double-book over another appointment.
đĄ Tip: Time fields accept a typed time as well as a pick from the list. What you type stays in the field and is saved when you press Enter or click away.
4. Assigning a room to an appointment
If your practice has active rooms, a Room field appears when you pick a time in the booking form.
Available rooms are shown by name.
Rooms already taken at that time are greyed out and show Booked: with who has the room and when.
Choose Unassigned if no room is needed, for example for telehealth sessions.
Rooms are kept only on in-person appointments. When you open an existing appointment, the room shows only if it's in person, and changing an appointment to telehealth or phone frees its room.
Rooms on recurring appointments
When you create a recurring appointment with a room, the form notes: "This room will be assigned to all instances where available."
Oasys tries to assign the same room to every occurrence.
If the room is taken for an occurrence, it's dropped for that occurrence only, and you're shown which ones were skipped ("Appointments scheduled. Some rooms couldn't be assigned.").
đĄ Tip: For a calendar time block that repeats every other week, there's no "biweekly" preset (that preset exists for appointments). Use the custom recurrence option and set the interval to 2 weeks. The interval only changes through its up and down control. Typing over it or using backspace won't edit it.
Frequently asked questions
Can I book for another provider?
Yes. Click View calendars, pick the provider, then click Create Appointment. Or start from an empty slot in the Room schedule.
Can I reserve a room for a meeting that isn't an appointment?
Yes. Create a Room hold from the Room schedule. It blocks the room without adding anything to a provider's calendar.
Can I assign rooms to specific locations?
No. Rooms are practice-wide, so any provider at any location can book any active room.
What happens if two providers try to book the same room?
The room selector checks availability for the chosen time. Rooms with a conflict are greyed out and show who already has the room, so double-booking is prevented.
Can providers book rooms themselves?
Yes. The room selector appears in the standard booking flow for anyone creating an appointment once rooms are set up.
Can I book a session outside a provider's working hours?
Yes, while Allow administrators to schedule outside availability is on, which it is by default. It still won't let you book over another appointment. See Booking on behalf of a provider.