How To: Sync Calendar to Another Device or Program

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With our Sync Calendar feature, you can easily sync your TherapyNotes schedule to your smart phone or favorite calendar software, allowing you to view your schedule on the go or access your schedule even if TherapyNotes is unavailable.

Any clinical user (Clinicians, Clinical Administrators, and Interns) can sync their TherapyNotes calendar to an external device or program. Practice Administrators and Practice Schedulers may sync each clinical user's calendar individually or sync the calendar for the entire practice to an external device or program.

Please note that, for your security, this feature only allows a one-way sync from TherapyNotes to the external device or program. Because we cannot verify the security of third-party calendar programs, we do not allow these programs to push information into TherapyNotes. Any changes made to your calendar through the external device or program will not be reflected in TherapyNotes. To add, delete, or modify an appointment or event on your TherapyNotes calendar, you must log in to TherapyNotes.

To sync your TherapyNotes calendar with an external device or program:

  • Click the User Icon > Settings > Sync Calendar With Other Applications
  • Under Program- and Device-Specific Instructions, follow the steps for your chosen device or program, or refer to the instructions provided below

Outlook 2007 and Later

To sync your TherapyNotes schedule with your Outlook calendar, click the calendar link provided on the Sync Your Calendar With Other Applications settings page. Outlook automatically recognizes that you clicked a link to a calendar file and will prompt you to open the calendar. Allow Outlook to load the calendar, and confirm that you want to subscribe to updates.

Google Calendar

To sync your TherapyNotes schedule with your Google calendar, copy the calendar link provided on the Sync Your Calendar With Other Applications settings page and follow the Add using a link instructions from Google to complete the process.

iPhone and Other Apple Devices

To subscribe to your TherapyNotes calendar on your iPhone, visit the calendar link using Safari or your preferred web browser on your iPhone. To do this, we recommend logging in to TherapyNotes on your iPhone, navigating to the Sync Your Calendar With Other Applications settings page, and tapping on the calendar link. Your iPhone will ask you to confirm your subscription to the calendar.

Alternatively, you can open Settings on your iPhone and select Mail, Contacts, and Calendars. Choose Add Account, select Other, then select Add Subscribed Calendar. In the Server field, type in the calendar link as it appears on the Sync Your Calendar With Other Applications settings page.

Android Devices

Android devices load their calendar information through Google Calendar. Follow the Google Calendar instructions to add your TherapyNotes calendar to your Google account, and your calendar will sync to your Android device.

External Calendar Security

Because our Sync Calendar feature is designed to help you conveniently access your schedule from anywhere on your own device, we've taken precautions to protect your security and your clients' privacy.

  • If your device has been stolen, if your external calendar program has been compromised, or if you mistakenly sent the calendar link to an unauthorized party, you can easily deactivate the calendar link to prevent unwanted access. Simply click the User Icon > Settings > Sync Calendar With Other Applications and click the Reset Access button to generate a new link. Note that all devices and programs previously synced with your TherapyNotes calendar must be re-synced if access is reset.
  • To avoid providing unauthorized access to client appointment details, only the initials of your clients will appear on your external device or program.
  • As stated previously, we do not allow unverified external programs to push information into TherapyNotes. Because of this, any changes made to your calendar through the external device or program will not be reflected in TherapyNotes.
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Comments

  • Avatar
    Lisa Meyerer

    Where is "the calendar link that appears above", that I'm supposed to type in?

  • Avatar
    Sean Behan

    Hi Lisa,

    The link appears at the top of the page when you click User Icon > Settings > "Sync Calendars with Other Applications". It will appear under the heading "Your personal calendar:" and will have a link to email it to yourself if needed. The link will start with "webcal://" as well.

    Please let us know if you have any other questions. Thank you.

  • Avatar
    Charles Dustin Johnson

    The utility of this is limited due to how infrequently the calendar updates. Seems like it sometimes takes around 48 hours for an event to show up in google. It is a dangerous thing to rely on. I wish TN would move to a direct sync method.

  • Avatar
    Sean Behan

    Hi Dustin,

    This delay is a function of how Google chooses to complete the sync for their calendar program, as we allow our system to sync every second throughout the day. If the delay is affecting you, I would suggest utilizing a different calendar application and following the steps above to sync your TherapyNotes calendar with this program. You can also visit the official Google help page for syncing problems: https://support.google.com/calendar/answer/6261951?hl=en&ref_topic=3417927. You will note in their forums the large number of people with similar complaints to yours. Please let us know if there is anything else we can help you with. Thank you.

  • Avatar
    Charles Dustin Johnson

    Do you have a calendar recommendation that syncs more frequently?

    One solution would be to use a two-way instant sync, where you disregard data coming in and only send out that appointment times are busy. That would be awesome.

  • Avatar
    Charles Dustin Johnson

    Found a workaround to the google ical sync problem. Android app icalsync2 can force sync to your google android calendar as often as you like. It a bit tricky to set up, but it seems to work.

  • Avatar
    Drew Buss

    Am I reading this incorrectly, or is the TherapyNotes advertisement suggesting that there is a way to sync/import my personal calendar events into the TherapyNotes calendar? " Incorporate changes to your personal calendar into your TherapyNotes schedule by syncing to Google Calendar, Outlook, iCal, or other compatible calendar software on any device." https://www.therapynotes.com/about/features/#ScrollTo=patient-appointment-scheduling

    If there is such a feature, how do I go about doing this?

    Edited by Drew Buss
  • Avatar
    Charles Dustin Johnson

    It is a one-way sync performed by following instructions in this article. The sync has a delay that is because of google.

  • Avatar
    Drew Buss

    Thanks Charles. I find the linked advertisement a bit confusing or even misleading.