mindora
Log InStart Free
All GuidesReminders

Session Milestone Reminder

How the one-time session milestone reminder works when a set number of sessions is reached, session counting logic, and configuration options.

5 min
Beginner

Overview

The session milestone reminder creates a one-time reminder when the number of completed sessions with a client reaches a configured 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 clients during the daily scan. It does not trigger instantly when you create or complete a session.

Why Does It Matter?

Pausing at key points in the therapy process to look at the big picture is critically important for both therapist and client. Milestones like the 8th, 15th, or 20th session provide a natural opportunity to evaluate the treatment course, review goals, and revise the approach if needed.

However, tracking session counts for each client individually is difficult in a busy practice. This reminder alerts you when a configured threshold is reached, preventing you from skipping a process evaluation and stopping treatment from drifting on autopilot.

How It Works

During the daily scan, the system counts completed sessions for each client and compares against the threshold.

1

Sessions are counted

For each client, completed sessions (not cancelled, not no-show, past date) are counted.

2

Threshold is checked

If the session count meets or exceeds the configured threshold (default: 8), the client becomes a candidate.

3

One-time check

The system checks if a reminder was already created for this client at the same threshold. If so, it skips.

4

Reminder is created

If all conditions are met, a reminder card is created in the Follow-up tab.

Which Sessions Are Counted?

The system only counts sessions that actually took place. All of the following must be true:

Session must not be cancelled.
Client must not be marked as no-show.
Session date must be in the past (future sessions are not counted).
Client must be active (archived clients are excluded).
Tip
Cancelled and no-show sessions are excluded from the count. This ensures the threshold reflects actual therapeutic contact.

One-Time Behavior

Session milestone triggers only once per client for each threshold value:

1
Threshold is 8 and a reminder was created for Client A → no new reminder for Client A at threshold 8.
2
If you change the threshold to 15 and Client A has reached 15 sessions → a new reminder is created.
3
Completing or deleting the reminder does not allow a new one for the same threshold.
Tip
This behavior differs from most other reminders. Most rules can re-trigger after the active reminder is completed; milestone fires exactly once per threshold.

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

Opens the client profile page.

Configuration

You can adjust this rule to fit your clinical approach.

1

Tools → Smart Reminders

Open 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 session threshold

Choose how many sessions trigger the reminder.

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.

Session Threshold

Default: 8 sessions

The minimum number of sessions to trigger the reminder. You can set a value between 3 and 50.

Reminder Text

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

Default text

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

"A session milestone has been reached. Review the client overall progress and treatment trajectory."

Tip
When you change the threshold, existing reminders for the old threshold are not affected. If conditions are met for the new threshold, new reminders will be created.

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 complete a session — conditions are evaluated at the next daily scan.
Are cancelled sessions counted?
No. Only sessions that actually took place (not cancelled, not no-show, past date) are counted.
What happens if I change the threshold?
A separate evaluation is done for the new threshold. For example, if the threshold changes from 8 to 15, clients who reached 15 sessions will get new reminders. Existing reminders for threshold 8 are not affected.
Can this reminder trigger more than once for the same client?
Not for the same threshold — it fires only once per client per threshold value. If you change the threshold, it can fire for the new threshold.
If I complete the reminder and continue sessions, will it trigger again?
Not for the same threshold. Completing or deleting the reminder does not allow a new one for that threshold. Set a different threshold to get a new reminder.
Are future sessions (not yet occurred) included in the count?
No. Only past sessions are counted. Scheduling future appointments does not affect the threshold.
Do archived clients get reminders?
No. Only active clients are evaluated. Archiving a client removes them from evaluation for this rule.
Does this rule have keyword or session mode configuration?
No. Session milestone only looks at session count. The two configurable settings are session threshold and reminder text.
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.
Can I set multiple thresholds? (e.g. 8, 15, and 20)
No. Only one threshold value can be active at a time. However, you can track different milestones by changing the threshold sequentially: start with 8, then update to 15 after clients reach that point, then 20.
What happens if I lower the threshold? (e.g. 8 to 5)
A separate evaluation is done for the new threshold (5). All active clients who have reached 5 or more sessions and haven’t previously received a reminder for threshold 5 will get new reminders.
If I unarchive a client (make them active again), will a reminder be created?
Yes. The system evaluates active clients during the daily scan. If the client meets the threshold and hasn’t previously received a reminder for that threshold, a new reminder will be created.
What if I change the threshold and then revert it? (8 → 15 → 8)
Reminders previously created for threshold 8 remain in the system. When you revert to 8, clients who already received a reminder for threshold 8 will not get a new one.
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.