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Gap Analysis Reminder

How the gap analysis reminder works when a client hasn't had a session for an extended period, which sessions are counted, and configuration options.

5 min
Beginner

Overview

The gap analysis reminder is triggered when the time since an active client's last session exceeds a configured day threshold. It belongs to the Clinical Support category and appears in the Follow-up tab on the Home page.

Tip
This rule runs on a schedule — the system checks all your active clients’ last session dates during the daily scan. It does not trigger instantly when you create or cancel a session.

Why Does It Matter?

Consistency in the therapeutic process directly impacts treatment effectiveness. A long gap between sessions with a client may indicate that therapy is being left incomplete, that gains are regressing, or that the client is quietly disengaging from the process.

In a busy practice, it’s difficult to track the last session date for every client individually. This reminder automatically highlights clients who haven’t had a session within the configured timeframe, giving you a signal to initiate follow-up communication.

How It Works

During the daily scan, the system checks each active client’s last session date and compares the elapsed time against the configured threshold.

1

Active clients are scanned

Only clients with active status are evaluated. Archived or inactive clients are excluded.

2

Last session date is found

The most recent session date for each client is calculated. Cancelled sessions and no-show sessions are excluded.

3

Day threshold is checked

The number of days since the last session is compared against the configured threshold (default: 30 days). If it exceeds the threshold, the client becomes a candidate.

4

Reminder is created

If conditions are met and there is no active/snoozed reminder for the same client, a reminder card is created in the Follow-up tab.

Tip
Clients who have never had a session (newly added clients) are not evaluated under this rule. The reminder only triggers for clients with at least one prior session.

Which Sessions Are Counted?

When calculating the last session date, the system only considers sessions that meet these conditions:

Session must not be cancelled.
Session must not be marked as no-show.
Client must be in active status.
Tip
Cancelled and no-show sessions are excluded. This ensures the gap is calculated based on actual therapeutic contact.

Recurring Behavior

The gap analysis reminder is a recurring rule, not one-time:

1
After a reminder is completed, a 21-day cooldown period begins.
2
Once the cooldown expires, a new reminder is created if no session has occurred with the client.
3
If a new session takes place and the gap drops below the threshold, no new reminder is created.
Tip
This behavior ensures that clients who haven’t been seen for a long time are continuously monitored. If you complete a reminder without initiating follow-up, you’ll receive another reminder after 21 days.

Archiving and Deleting Clients

If therapy has ended or you’re taking a break with a client, consider archiving them. Archived clients are not evaluated under this rule.

Quick Actions on the Reminder Card

The reminder appears as a notification in the Follow-up tab; from the card, you can do the following with a single tap:

Go to Client

Navigates to the client profile page.

Configuration

You can adjust this rule to fit your clinical approach.

1

Tools → Smart Reminders

Go to the rules page from the top menu.

2

Click the rule's gear icon

Click the gear icon next to the rule you want to edit.

3

Set the day threshold

Choose how many days after the last session the reminder appears.

4

Edit the reminder text

Write the text shown on the card in your own words.

Settings

What each setting does and its default value are summarized below.

Day Threshold

How many days since the last session must elapse before a reminder is created.

Default: 30 days

Reminder Text

Edit the text displayed on the reminder card (max 120 characters).

Default reminder text

When the reminder triggers you see the default text below, which you can edit however you like.

"It has been a while since the last session with this client. Consider reaching out for follow-up."

Tip
When you change the day threshold, the change takes effect from the next daily scan. Existing reminders are not affected.

Frequently Asked Questions

When is this reminder triggered?
It is triggered during the scheduled daily scan. It does not fire instantly when you create or cancel a session — conditions are evaluated at the next daily scan.
Does a newly added client get a reminder?
No. Clients who have never had a session are not evaluated under this rule. After the first session takes place, a reminder can be created if the gap exceeds the threshold.
Are cancelled sessions counted?
No. Cancelled sessions do not affect the last session date. Only completed, non-no-show sessions are considered.
Are no-show sessions counted?
No. No-show sessions are not considered actual therapeutic contact and do not affect the last session date.
Can multiple reminders be created for the same client?
Not at the same time. However, after you complete the existing reminder and 21 days pass, a new reminder can be created if no session has occurred with the client.
What happens to the existing reminder if I have a new session with the client?
The existing reminder is not automatically removed. You need to complete the reminder separately after the session. However, if the gap drops below the threshold, no new reminder will be created in the next cycle.
Do archived clients get reminders?
No. Only active clients are evaluated. Archiving a client removes them from evaluation under this rule.
What happens if I change the day threshold?
The new value takes effect from the next daily scan. For example, if you lower the threshold from 30 to 14 days, clients who haven’t had a session for 14+ days may generate new reminders.
Can I pause this rule for a specific client?
Yes. Use the ⋯ menu on the reminder card and select "Pause for this client". That client will no longer be evaluated under this rule.
If I change the reminder text, do existing reminders update?
No. Text changes only affect newly created reminders. Existing reminders keep the text from when they were created.
Can I completely disable this rule?
Yes. On the Tools → Smart Reminders page, use the toggle next to the rule to enable or disable it. When disabled, no new reminders are created; existing reminders are not affected.
When does the 21-day cooldown period start?
The cooldown starts when you complete the reminder, not when the reminder is created. For example, if a reminder was created on January 1st and you completed it on January 5th, the earliest a new reminder can appear is January 26th (21 days after completion).