> ## Documentation Index
> Fetch the complete documentation index at: https://docs.detaso.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Scheduling and Reminders

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This guide walks you through the detaso scheduling calendar: how to create and repeat events, set up client reminders, manage events, and start a session right from your dashboard.

## Overview (1:07)

There are two places to manage schedules in detaso:

* **Direct Care schedule**: where therapists manage their own calendar.
* **Scheduling Admin**: a broader view of all staff. It's useful if one person, such as a therapy director, builds schedules for the team.

We'll start with the Direct Care schedule and cover Scheduling Admin later on.

## Open your schedule (1:25)

1. Sign in and open the **Direct Care** module.
2. Select **Schedule**.

If your company has therapists manage their own calendars, this is where they'll do it.

## Filter and change your calendar view (1:48)

At the top of the calendar, you can filter by:

* Event status
* Category
* Clients

You can also switch between **Weekday**, **Week**, **List**, and **Month** views.

Use the filters to show **My caseload** or **Other staff**. You'll see staff from any location you have access to.

**Tip (2:17):** If you've moved to another month and want to get back, click **Today**.

## Create an event (2:28)

Each hour on the calendar is split into 15-minute slots (for example, 9:00 to 9:15).

1. Hover over the time slot you want, then click it.
2. Select a **Location**.
3. Select an **Event type**.
4. Your name is filled in as the staff member. To add another staff member, add them here.
5. Select your **Client**. For a group session, click **Add a client** to add more, or delete any you don't need.
6. The date and start time fill in based on the slot you clicked. Adjust the end time as needed (for example, 9:00 to 9:30).
7. Click **Save**.

## Set up a repeating event (3:18)

For a treatment or activity that happens on a regular schedule, set it to repeat:

1. In the event, open the **Repeat** options.
2. Choose a preset, such as every week Monday through Friday, every week Sunday through Saturday, or every two weeks.
3. For more control, choose **Custom**. Pick the days (for example, Monday, Wednesday, and Friday) and how often to repeat (every week or every two weeks).
4. Click **Save**.

## Set up event reminders (4:03)

Event reminders automatically notify a client's guardian by email or text. Before they work, the client's contact needs a reminder preference.

**Set the client's reminder preference (admin access needed):**

If you don't have admin access, ask your supervisor to do this.

1. Go to the client's profile and open the **Contacts** tab.
2. Click **Edit** on the contact.
3. Under **Preference for reminders**, select **Email** or **Text message**.
4. Make sure the contact has an active email address or phone number to match.
5. Click **Save**.

**Turn on the reminder for the event:**

1. In the event, check the **Event reminder** box. This box must be checked for any reminder to go out.
2. Click **Save**.

**When reminders are sent:**

* A reminder goes out as soon as you save the event.
* If the event is a few days away, a follow-up reminder is sent closer to the date, so the guardian gets two reminders.
* If the event is the same day, the guardian gets just one reminder.

## View, edit, and delete events (5:30)

Switch to **Month** view to see all your events at a glance, including repeating ones.

**To delete an event:**

1. Click the event, then click **Edit**.
2. Click the **Delete** icon at the top.
3. For a repeating event, choose one:
   * **This event**: deletes only this one.
   * **All events**: deletes every event in the series.

For a one-time event, just choose **This event**.

## Use Scheduling Admin to view all staff (6:18)

Scheduling Admin is for anyone who builds schedules for others.

Here you can:

* Filter by location, industry, event category, staff, or client.
* Print the schedule.
* Switch between **Day** and **Week** views. These are the only two views, so you can scan everyone's schedule quickly.

This view is useful for finding who has open time, for example when you need to book an evaluation.

## Create an event from Scheduling Admin (6:52)

1. Find a staff member with an open slot and click the time (for example, 11:00).
2. Select the event type (for example, **Evaluation**) and the client.
3. Set the end time. Times move in 15-minute steps.
4. Set up reminders if needed. For example, you could send one now and another two days before. Same-day events only send one reminder.
5. Add a description if needed.
6. Click **Save**.

## Mark an event as a no-show or canceled (7:44)

1. Click the event, then click **Edit**.
2. Use the **Active** field to mark the event as **No show** or **Canceled**.

This works in both Scheduling Admin and the Direct Care schedule.

## Start a session from your dashboard (0:00, repeated at 7:59)

Once an event is on your schedule, you can start the session from your dashboard.

1. Create the event in your schedule and click **Save**.
2. Go to your **Dashboard**. The upcoming event shows there.
3. Click the event, then click **Start**. You can start a session once it's within 15 minutes of the scheduled time.

The session opens with these details already filled in from the event:

* **Start time**: the current time.
* **Estimated units**: you can change these.
* **Location** and **Place of service**.


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