Calendar Overview: Day, Week, and Month Views

The Calendar is one of the most frequently used features in PracticeABA, and you can access it directly from the sidebar navigation. When you open the Calendar, it defaults to the view and filters you last used, so it remembers your preferences between sessions. The calendar interface takes up the full content area of the screen to maximize visibility.

At the top of the calendar, you will find the view toggle buttons for Day, Week, and Month, along with navigation arrows to move forward and backward in time. A Today button lets you jump back to the current date from wherever you have navigated. The current date is always highlighted so you can orient yourself quickly.

The calendar displays appointments as colored blocks positioned at their scheduled times. Each block shows the client name, staff member name, service type, and location at a glance. The amount of detail visible depends on the view you are using and the duration of the appointment. Longer appointments display more information, while short appointments may show abbreviated details that expand when you hover over them.

The Day View shows a single day's schedule in a vertical timeline format, with hours running from top to bottom. This is the most detailed view and is ideal for managing a busy day, reviewing session timing, and identifying gaps in the schedule. Each appointment block is positioned precisely according to its start and end time, making it easy to see the flow of the day.

In Day View, you can see the full details of each appointment without hovering, including the client name, assigned staff, service code, location, and current status (scheduled, checked in, in progress, completed, or cancelled). Overlapping appointments are displayed side by side, making scheduling conflicts immediately visible.

The Day View also shows the current time as a red horizontal line that moves as the day progresses. This real-time indicator helps you track where you are in the day's schedule. Non-working hours, such as times outside your clinic's business hours, are shaded in a light gray to visually separate the active scheduling window from off-hours.

To create a new appointment from Day View, simply click on an empty time slot. The appointment creation form will open with the date and time pre-populated based on where you clicked. This click-to-create feature makes scheduling quick and intuitive.

The Week View displays seven days in a columnar layout, with each column representing one day and hours running vertically. This view provides the best balance between detail and overview, and most users find it to be their default working view. You can see the shape of the entire week's schedule while still reading appointment details.

In Week View, appointment blocks are narrower than in Day View but still show the client name and service type. Hovering over any appointment reveals the full details in a tooltip. If multiple appointments overlap on the same day, they are arranged in columns within that day to keep them all visible. The current day column is subtly highlighted so you can quickly identify today.

Week View is especially useful for identifying patterns and gaps. You can quickly spot if a staff member has long breaks between sessions, if certain days are overloaded while others are light, or if supervision sessions are properly distributed throughout the week. Clinical directors often use Week View to review and balance caseloads across their team.

You can drag and drop appointments within Week View to reschedule them to a different day or time. Simply click and hold an appointment block, then drag it to the desired time slot. PracticeABA will check for conflicts before confirming the move and will warn you if the new time overlaps with another appointment or falls outside authorized hours.

The Month View displays the entire month in a traditional calendar grid. Each day cell shows a count of appointments and up to three appointment summaries. If a day has more than three appointments, a '+X more' indicator lets you click to expand and see all appointments for that day. Month View is best for long-range planning, spotting trends, and getting a high-level picture of schedule density.

Month View uses colored dots or bars to represent appointments, with colors corresponding to the appointment's service type or status. This color coding lets you quickly assess the mix of services on any given day. For example, you might see that Mondays are heavy on direct therapy sessions (shown in blue) while Wednesdays have more assessment and supervision sessions (shown in green).

Filtering is available in all views and is one of the most powerful features of the PracticeABA calendar. The filter bar at the top of the calendar lets you narrow the display by staff member, client, location, service type, or appointment status. You can combine multiple filters. For example, you might filter to show only BCBA supervision sessions at your North Campus location to check coverage for the month.

Filters persist as you switch between views, so you can apply a filter in Month View to identify a pattern, then switch to Week View for more detail without losing your filter settings. To clear all filters and return to the full schedule, click the Clear Filters button. You can also save frequently used filter combinations as presets for quick access.