Session Checkout
Checking out a session marks it as Completed - meaning the appointment took place and is now finished. This is a key step in your workflow because it triggers post-session actions like satisfaction surveys and updates your analytics.
What Happens When You Check Out
When a session is checked out:
- The session status changes to Completed
- The session appears dimmed on the calendar with a small check mark, so you can spot completed appointments at a glance
- A satisfaction survey email is sent to the client (if surveys are enabled)
- The session counts toward your analytics and revenue reports
- The session can no longer be dragged or rescheduled on the calendar
- Client session history is updated
Manual Checkout
Open the Session
Click on a confirmed session in your calendar to open its details popup.
Click Check Out
Click the Check Out button in the session popup. A confirmation dialog appears.
Confirm
Confirm the checkout. The session status changes to Completed.
You can only check out sessions that are in Confirmed status. A pending session appears dimmed with a clock icon on the calendar, and offers Confirm instead of Check Out - confirm it first, then check it out. Confirming only changes the status; the client is not emailed (use Send email if you want to tell them).
Undo Checkout
If you checked out a session by mistake:
- Click on the completed session in your calendar
- Select Undo Checkout
- Confirm the action
The session returns to Confirmed status. Any survey email already sent cannot be recalled, but the session will no longer count as completed in your reports until checked out again.
Auto-Checkout
Auto-checkout automatically marks confirmed sessions as completed after they end, so you don’t have to do it manually for every appointment.
Enabling Auto-Checkout
Go to Settings
Navigate to Settings > Calendar > General.
Enable Auto-Checkout
In the Auto-Checkout section, toggle Enable Auto-Checkout on.
Set the Delay
Choose how long after a session ends before it is automatically checked out. Options range from 30 minutes to 24 hours.
How It Works
- The system checks for sessions that have ended (based on their start time plus duration)
- After the configured delay passes, the session is automatically checked out
- Auto-checkout only applies to Confirmed sessions - pending, cancelled, or no-show sessions are not affected
- All the same post-checkout actions apply (surveys, analytics updates, etc.)
Choosing the Right Delay
| Delay | Best For |
|---|---|
| 30 minutes | Quick appointments where you know outcomes immediately |
| 1-2 hours | Standard sessions - gives time to mark no-shows first |
| 4-8 hours | End-of-day batch processing |
| 24 hours | Maximum flexibility to review before checkout |
If a client doesn’t show up, mark the session as No Show before the auto-checkout delay expires. Otherwise, the session will be automatically checked out as completed.
Session Notes
Before or after checkout you can write the session’s note in the visit sheet: the notes icon in the appointment popup opens it, it saves itself while you type, and from there you can also Save and complete the visit, follow-up included. The note is internal: the client never sees it.
More in Session Notes and the Visit Sheet.