Calendar synchronization with staff

Purpose

1. Synchronize therapists' and staff calendars to prevent double-booking, ensure availability, and automate real-time appointment updates across platforms used by healthcare and ABA therapy teams.

2. Ensure seamless management of session slots, cancellations, and reschedules, reducing administrative workloads.

3. Guarantee accurate reflection of staff shifts, client appointments, and therapist session timetables in every calendar ecosystem—internal and external.

Trigger Conditions

1. New appointment or session booked, edited, or canceled in scheduling platform.

2. Appointment status change (confirmed, rescheduled, canceled, completed) logged in EHR, EMR, or booking portal.

3. Staff shift schedule or availability updated by admin or staff.

4. Client status (e.g., new client onboarding) triggers session calendar creation.

Platform Variants

1. Google Calendar

• Function: Calendar API — use `events.insert`, `events.update`, `events.delete` for real-time session sync.
  
• Feature/Setting: Configure Oauth 2.0, connect staff calendars, map appointment fields to event details.
  

2. Microsoft Outlook (Office 365)

• Function: Microsoft Graph API — `Create event`, `Update event`, `Delete event` endpoints.
  
• Feature/Setting: Set organizational calendar permissions, match session owner to user email.
  

3. Apple Calendar (iCloud)

• Function: CalDAV API — PUT, DELETE, REPORT for calendar events.
  
• Feature/Setting: Authenticate via app-specific password, configure event sync rules.
  

4. Zoho Calendar

• Function: Zoho Calendar API — `CreateEvent`, `UpdateEvent`, `DeleteEvent`.
  
• Feature/Setting: Access with OAuth, trigger on session status changes.
  

5. Salesforce Health Cloud

• Function: Apex REST API or Calendar Events — push session or client event to staff schedule.
  
• Feature/Setting: Set triggers on appointment object.
  

6. Acuity Scheduling

• Function: Webhooks & API — POST appointment data to external calendars on booking events.
  
• Feature/Setting: Enable webhooks for all appointment changes.
  

7. Calendly

• Function: Calendly API — `Invitee Created`, `Invitee Canceled` webhook events.
  
• Feature/Setting: Sync scheduled sessions across staff using webhook endpoint.
  

8. Setmore

• Function: Setmore API — appointment creation/update triggers.
  
• Feature/Setting: Enable webhook URL for calendar sync.
  

9. TherapyNotes

• Function: Integrations API — fetch appointments for specific therapist calendar updates.
  
• Feature/Setting: OAuth user authentication per therapist.
  

10. SimplePractice

• Function: API — session record changes trigger calendar updates.
  
• Feature/Setting: Map provider calendar fields to external calendar providers.
  

11. NextGen Office

• Function: API integration — synchronize upcoming session appointments.
  
• Feature/Setting: Event-driven sync for session slot changes.
  

12. Outlook.com

• Function: Outlook Calendar REST API — event lifecycle methods.
  
• Feature/Setting: Link each staff account, auto-accepts or time blocking.
  

13. iCal (ICS Feed)

• Function: ICS feed generation — generate/sync session feeds.
  
• Feature/Setting: Individual ICS URLs assigned to each therapist.
  

14. Teamup Calendar

• Function: Teamup API — `/events` endpoint for new session posting.
  
• Feature/Setting: Role-based calendar access control for therapists.
  

15. Practice Fusion

• Function: Appointments API — trigger event creation/updating.
  
• Feature/Setting: Map provider schedules to external calendars.
  

16. Doodle

• Function: Doodle API/Webhooks — send staff availability updates to calendar.
  
• Feature/Setting: Automated invites or reminders.
  

17. Kronos Workforce Ready

• Function: API — post shift and availability as calendar events.
  
• Feature/Setting: Event type filtering for therapy sessions only.
  

18. BambooHR

• Function: Time Off/Calendar API — synchronize therapist shift schedules.
  
• Feature/Setting: Event push on schedule change.
  

19. Timely

• Function: API endpoints — create and manage appointment events.
  
• Feature/Setting: OAuth for each staff, event synchronization setup.
  

20. ClickUp

• Function: Calendar view API — tasks/events as calendar items.
  
• Feature/Setting: Map therapy sessions to calendar tasks.
  

21. Trello

• Function: Trello API — card with due date becomes calendar event.
  
• Feature/Setting: Link therapist board with main calendar, automate on card move to “Scheduled”.
  

22. Asana

• Function: Calendar View API — tasks with dates become events.
  
• Feature/Setting: Tag session tasks, trigger calendar update.
  

23. Slack

• Function: Slack Events API — notify or create reminders for booked sessions.
  
• Feature/Setting: Direct calendar links on appointment confirmation.
  

Benefits

1. Unified visibility of all appointments for staff and therapists, minimizing errors and overlaps.

2. Instant reflection of any session change across organizational tools and personal calendars.

3. Drastic reduction of manual entry, freeing up administrative resources.

4. Enhanced collaboration and team preparedness with up-to-date staff calendars.

5. Improved client experience via prompt notification and reduced scheduling conflicts.