Sessions

Q: How do I create a session?

You can create a session from three entry points: The New Appointment button on the client detail page The create button on the sessions page Clicking an empty time slot on the calendar When creating a session, you specify the client, date, time, duration, service type, and fee. For online sessions , a Google Meet link can be generated automatically.

Question 1

How do I create a session?

Accepted Answer

You can create a session from three entry points:

The New Appointment button on the client detail page
The create button on the sessions page
Clicking an empty time slot on the calendar

When creating a session, you specify the client, date, time, duration, service type, and fee. For online sessions, a Google Meet link can be generated automatically.

Question 2

What is the difference between online and in-person sessions?

Accepted Answer

For online sessions , you can create and share a Google Meet link with your client. In-person sessions are used for face-to-face meetings and do not require a meeting link. You can change the session type during creation or later.

Question 3

How is session duration determined?

Accepted Answer

Session duration is automatically set based on the selected service (e.g., 50 minutes ). However, you can customize the duration for each session. Duration is used to determine the calendar time block and whether the session is marked as completed.

Question 4

What does the service type do when creating a session?

Accepted Answer

When you select a service while creating a session, the duration , fee , and calendar color are filled in automatically, so you do not have to enter them each time. With flexible pricing, you can change this fee for a specific client or a single session. You define and manage your services under Settings → Services & Pricing (creating, setting a default, archiving), and the same services are also used for online booking on your personal website. The full details of service management are explained in Getting Started & Account → Service Catalog .

Question 5

How do I edit a session?

Accepted Answer

You can edit a session from three entry points:

The session detail page
The quick action menu on the session card
The Edit button in the calendar popover

You can update the date, time, duration, service type, fee, and session type (online/in-person). Changes are automatically synced with Google Calendar.

Question 6

What are the session statuses?

Accepted Answer

Sessions can appear in four statuses: Scheduled: upcoming sessions Completed: session end time has passed Cancelled: cancelled sessions No-Show: client did not attend Payment status is tracked separately: Unpaid , Link Sent , Paid (manual or via link), Free , Refunded , and more.

Question 7

What is shown on the session detail page?

Accepted Answer

From the session detail page, you can view and edit all session information (time, duration, type). You can set the session mode (up to 3) and mental state (with severity level) to track the therapeutic process. You can monitor payment status, communication history (reminders, link sends), and the full change history of the session. You can view notes linked to the session or create a new note directly. You can send reminders to the client via WhatsApp or email, and mark the session as a breakthrough moment by linking it to a goal. If the client booked through the online booking system, the booking note they added during scheduling is also displayed here.

Question 8

What is a session mode?

Accepted Answer

Session modes are labels that describe the therapeutic approach and process of a session. There are 14 predefined modes across 3 categories:

Process-Oriented: Productive, Challenging, Routine, Structuring, Termination
Content & Emotion: Breakthrough, Emotional, Exploratory, Psychoeducation, Skill Building, Crisis
Therapeutic Alliance: Collaborative, Resistant, Alliance Repair

You can assign multiple modes to each session.

Question 9

How does the Mental State Examination (MSE) work?

Accepted Answer

The Mental State Examination (MSE) allows you to record the client's mental state during a session. There are 8 predefined states across 2 categories : Primary State: Euthymic, Dysphoric, Anxious, etc. Quality of Affect: Restricted, Labile, etc. For each state, you can set a severity level: low , medium , high , or critical .

Question 10

What are session modes and mental states used for?

Accepted Answer

This data contributes to therapy process tracking and the smart reminder system. When session modes and mental state data are updated, the system automatically triggers relevant reminder rules. This enables reminders tailored to the client's current condition.

Question 11

How do I manage recurring appointments?

Accepted Answer

Recurring appointments are now covered in the Calendar & Appointments section. You can find all the steps for creating a series and editing or deleting it in bulk there.

Question 12

How do I cancel a session?

Accepted Answer

You can cancel from the session detail page, the quick action menu on the session card, or the popover menu when clicking a session on the calendar. During cancellation, you can also apply a fee reduction and process a refund . The cancelled session is not deleted; it remains in the main list with Cancelled status and is automatically removed from Google Calendar.

Question 13

Can I restore a cancelled session?

Accepted Answer

Yes, you can restore a cancelled session back to "Scheduled" status. The restore action is done from the session detail page.

Question 14

How do I mark a no-show?

Accepted Answer

You can mark a client as no-show from the quick action menu on the session card or the session detail page. The no-show flag is tracked separately and included in statistics. You can remove the flag later if needed.

Question 15

How do I delete a session?

Accepted Answer

You can delete a session from the quick action menu on the session card, the session detail page, or the Delete button in the calendar popover. Deleted sessions are moved to trash and removed from Google Calendar.

Question 16

Can I restore a deleted session?

Accepted Answer

Yes, you can restore sessions from the trash. A permanent delete option is also available; permanently deleted sessions cannot be recovered, and linked notes will have their session connection removed.

Question 17

Can I delete a session that has been paid?

Accepted Answer

It depends on the payment status: Unpaid and free sessions can be deleted. Sessions marked as manually paid can be deleted with a warning. Sessions with a sent payment link , link-based payment , or pending refund cannot be deleted; the payment status must be resolved first.

Question 18

How does the Google Calendar and Meet integration work?

Accepted Answer

Google Calendar connection, two-way sync, Google Meet links, and calendar event types are now covered in the Calendar & Appointments section. You can find all the setup and usage steps there.

Question 19

How do I send a session reminder to a client?

Accepted Answer

You can send a session reminder from three places: the Upcoming Sessions section on the Home page, the Calendar, and the relevant session's session detail page. Home and the Calendar let you send directly, and you can also open a session and send from its detail page.

The message includes the session date, time, and your name, and for online sessions you can also add the meeting link. The time is highlighted in the client's timezone. As a best practice, sending it 24-48 hours before the session is recommended.

For online sessions, instead of a separate session reminder you can send the meeting link directly; since that message includes the date and time, it also serves as a reminder.

Question 20

How do I share the meeting link with a client?

Accepted Answer

The meeting link only appears for sessions marked as online (video). You can send it from three places: the Upcoming Sessions section on the Home page, the Calendar, or the relevant session's session detail page. Open Send Meeting Link, paste the link into the Meeting URL field, and send.

Links from Zoom, Google Meet, Microsoft Teams, Whereby, and any other platform are supported; Mindora does not generate links, you paste the existing one. The message includes the client's name, the session date/time, the meeting link, and your name.

Because the meeting link message also includes the session date and time, for online sessions you can send just the meeting link instead of a separate session reminder; this way the client both receives the link and is reminded of the session.

Question 21

How do session changes affect payments?

Accepted Answer

Changes to session fees have different effects depending on the payment status. If a payment link has been sent, the existing link may need to expire or be cancelled before changing the fee. For cancelled sessions, fee reduction and refund can be processed simultaneously.

Question 22

Can I modify a session with a sent payment link?

Accepted Answer

You can update session details (date, time, duration), but fee changes require the active payment link status to be resolved. The system warns you about actions that cannot be performed due to the link status.

Sessions

Creating Sessions

Editing and Managing Sessions

Session Mode and Mental State

Recurring Appointments

Cancellation and No-Show

Deleting Sessions

Google Meet and Calendar

Session Reminders

Sessions and Payments

Can't find what you're looking for?

Sessions

Creating Sessions

Editing and Managing Sessions

Session Mode and Mental State

Recurring Appointments

Cancellation and No-Show

Deleting Sessions

Google Meet and Calendar

Session Reminders

Sessions and Payments

Can't find what you're looking for?

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