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Your calendar & scheduling sessions

FCR gives you two calendar views and a simple way to plan visits ahead of time.

The two calendars​

  • The Schedule page — a full calendar with day, week, month, and agenda views. It's where you plan and review sessions.
  • The right-rail calendar — a compact calendar that rides along on every other page, always showing just your own upcoming sessions for quick reference.

On the Schedule page, each session is color-coded by service, so you can read your week at a glance. Alongside your client sessions you'll also see agency events — trainings, closures, meetings — in slate.

Two related guides:

  • Recurring sessions — schedule a repeating visit once instead of twenty times.
  • Agency events — non-client work, on the calendars of the people it applies to.

Whose schedule you see​

Everyone opens the Schedule page on their own calendar.

If you're a supervisor, a practice manager, or an admin, the left rail has a Viewing picker that switches the whole page to one staff member's calendar at a time:

  • Supervisors can view their direct reports.
  • Practice managers and admins can view anyone in the agency.
  • Choosing My schedule puts you back on your own.

There's no combined team-wide or agency-wide grid — you look at one person's calendar, clearly labelled with whose it is ("Luis Testington's schedule"). When you're viewing someone else, you see their sessions and their agency events, not yours on their days.

(The right-rail calendar is always just you, no matter your role.)

Scheduling a session​

  1. On the Schedule page, choose + Schedule (or start one from a case).
  2. Pick the case — the picker shows your own caseload, since you schedule against the cases assigned to you.
  3. Set the date and start/end time. Optionally add the method, location, and a short note for your own planning.
  4. Save.
You schedule against your own cases

Even when you're looking at a team or agency calendar, the + Schedule picker uses your caseload — you plan your own visits, not other staff members'.

Planning sessions can overlap; billable time can't

The calendar is for planning, so FCR lets you sketch out sessions freely. The no-overlap rule only kicks in later, on the actual documented visit — FCR won't let two of your billable sessions cover the same minutes.

From a planned session to a completed one​

A scheduled session is a plan — "the visit I'm going to do." You don't mark it "done" by hand. Instead:

  • When you write and submit the note for that visit — a progress note or a visitation note — FCR automatically marks the scheduled session completed and links the two.
  • If the visit didn't happen, mark the session canceled or no-show.

When sessions disappear on their own​

Some upcoming sessions are removed for you, automatically, when the case or the assignment behind them ends:

  • the case is discharged or transferred,
  • your assignment on that case ends, or
  • a staff member is deactivated or terminated (their whole upcoming calendar).

Only upcoming sessions are affected. Anything in the past, anything already cancelled, and anything you've already documented stays exactly as it was.

You're told once per event — "N upcoming sessions were removed from your calendar", with the reason — never once per appointment. And the Schedule page has a Removed from the calendar panel listing what was removed in the last 30 days and why, so the notification isn't the only record.

Sessions you delete yourself aren't listed there

The panel is for removals the system made. Something you deleted by hand is deliberately left out — you already know about it.

Before a case is discharged, the discharge screen tells you how many upcoming appointments the discharge will remove, using the same rule the removal itself uses. Un-discharging a case reports how many were removed but does not put them back — re-plan those visits.

Discharged cases can't be scheduled

Once a case is discharged, you can't add new scheduled sessions to it. Reads and billing continue, but new planning is closed.

Frequently asked questions​

How do I mark a session as completed? You don't — submitting the visit's note completes it automatically and links the note to the session.

Can I schedule a visit for another staff member? No. You schedule against your own caseload. A practice manager or supervisor manages assignments if a case needs to move to a different staff member.

Why can't I schedule on this case? The most common reason is that the case has been discharged. Discharged cases are closed to new scheduling.

The right-rail calendar only shows me — is that a bug? No. The right-rail calendar is always your own sessions. Use the full Schedule page (and its Viewing picker, if you're a supervisor or manager) to look at someone else's.

My upcoming sessions vanished. What happened? Most likely the case was discharged or transferred, or your assignment on it ended. Check the Removed from the calendar panel on the Schedule page — it lists the last 30 days of automatic removals and the reason for each.

Can I schedule the same visit every week without repeating myself? Yes — see Recurring sessions.

Need help with something this guide didn't cover? Contact support and we'll walk you through it.