zenpageOnline calendar for psychologists: organizing consultations without the phone
Appointment requests, confirmation, alerts and hours: how a psychologist uses an online calendar day to day, from first contact to the session.
A psychologist spends a lot of time managing their schedule: a client calling during a session, a message left unanswered, a slot moved twice. An online calendar doesn't remove these situations, but it makes them predictable. Here is how to use it day to day with Zenpage.
Organize your consultation types
An initial assessment, a follow-up session and a video consultation don't usually have the same length or price. Create a service for each. The client picks the one that matches their request, and you no longer have to guess from their message. The details of the settings are in our guide to services.
The journey of a request
The client chooses a service and a free slot, then leaves their contact details. Their request appears in the calendar, pending or confirmed depending on your account setup. You reply from the admin: confirm, edit or cancel. The client receives an email at every change.
Pending requests are the point to watch. A client writing on a Thursday evening for a Monday appointment expects a quick answer. Zenpage alerts you after 12 hours without a reply, which leaves time to respond within the day.
A quickly confirmed request reduces drop-offs and forgotten appointments. Get into the habit of processing requests at set times, for example at the start and end of the day.
Hours, breaks and closed days
Your calendar should only offer the slots when you are truly available. Set your hours by day and add your breaks, for example lunch. Holidays and closed days are blocked with a click on the calendar. These settings are explained in our article on hours and in the guide to closed days.
See your appointments in your usual calendar
You don't have to keep looking at Zenpage. A private iCal feed lets you display your appointments in Google Calendar, Apple Calendar or Outlook. The method is detailed in our sync guide.
A clear framework for cancellations
In the general settings, you set a minimum cancellation notice, expressed in days. State it on your presentation page too: a client informed in advance cancels less often at the last minute.
Going further
A well-configured online calendar saves time, but it does not replace a relationship of trust with your clients. For other topics, see the calendar documentation, and the article on missed appointments.
Frequently asked questions
Can a client book during my time off?
No, if you've blocked those days. Add them as closed days in the settings: the public calendar no longer offers those dates. Appointments already made are not cancelled automatically.
What happens if a request goes unanswered?
Zenpage sends you a summary email when a request has been pending for 12 hours, then a reminder the day before the slot.
Can I offer both video and in-practice consultations?
Yes. Create one service per format, with its location. The client chooses the format when booking.
