Scheduler

Before you start

Scheduler is a marketplace tool. To switch it on you need a Plus subscription and to adopt it from Marketplace → Scheduler → Adopt.

Once adopted, Scheduler appears in the sidebar, and its icon in the tool bar on the home page and on every patient's file.

General settings

Scheduler → Scheduler settings → Schedule tab

Time zone

Everything you see and everything sent by email is shown in this time zone, not in the browser's zone of whoever reads it. It is the practice's single reference. There is a shortcut, "Use my current time zone", which takes the browser's — check it if you travel: changing it shifts how already-booked sessions read.

Default session length

In minutes. It sets the size of the slots offered when booking.

Weekly availability

Scheduler settings → Schedule tab → Weekly availability

For each day, set the blocks of time you work. A day can have several — morning and afternoon with a break in between, for instance.

• Add block creates a new one on that day.
• Active lets you switch a block off without deleting it, useful for one particular week.
• Press Save availability when you are done. If you leave without saving, the page warns you.

Two rules the system rejects on save

In-person spaces

Scheduler settings → Spaces tab

Only needed if you see people in person. Each space has a name, an address and notes; the address and notes appear in the patient's confirmation email, so they are the place for directions like the floor or the buzzer.

Booking an in-person session requires choosing a space: it is what the patient receives as the location. You can delete a space unless it has future sessions booked — in that case the system blocks it and says so. Past sessions keep their record even if the space disappears.

Connecting Zoom

Scheduler settings → Integrations tab → Zoom → Connect

1. Press Connect. Zoom's permission screen opens.
2. Sign in to Zoom if you were not already, and authorise access.
3. You return to Alchely automatically. The integration switches to Connected.

From then on, booking an online session lets you choose Zoom and the link is created for you. It appears on the session and in the confirmation email everyone receives.

What permissions it grants

Only creating meetings in your account. Alchely does not read your existing meetings, your recordings, your contacts or your account settings. All that is sent to Zoom when creating a meeting is the date, the time, the duration and a title with the participants: no clinical notes, no analysis and no session data.

What is stored

The credentials Zoom returns, encrypted. They are never shown on any screen and never sent to the browser. Disconnecting revokes them at Zoom and deletes them.

Connecting Google (Meet + Calendar)

Scheduler settings → Integrations tab → Google → Connect

A single permission covers both: Google Meet links and calendar sync.

1. Press Connect and choose your Google account.
2. Accept the calendar permissions.
3. You return to Alchely. The integration switches to Connected.

With Google connected

• Online sessions can use Google Meet, and the link is generated with the event.
• Every booked session appears in your calendar, with the patient invited.
• Rescheduling updates the same event instead of creating a new one.
• Cancelling removes the event.
• The patient gets Google's invitation, so Alchely does not also attach a calendar file. You receive one either way, connected or not.

Choosing a platform when booking

Booking an online session requires choosing a connected platform. If you choose none, the session cannot carry a link and there is no way to add one afterwards: that is why the confirm button stays disabled until you select one.

If you have no platform connected at all, the booking is still allowed — Alchely warns you and links to this screen — because you may share the link yourself. An unconnected platform appears in the list marked "Not connected", greyed out, rather than hidden: that way you can see what is still to be set up.

Patient self-booking

Scheduler settings → Schedule tab → Patient booking

With the option on, your patients see your free slots in their portal and can book themselves.

• Your availability stays private: the patient only sees free slots, never who you are busy with or why.
• The session is created with your connected platform, without the patient choosing: Google means Meet; Zoom only means Zoom; neither means the session is in person.
• A patient can only book with you, their therapist.
• They can never book a couple session: that commits the other person, and it is your call.

Disconnecting an integration

Scheduler settings → Integrations tab → Disconnect

When you press Disconnect, Alchely does two things, in this order:

1. Revokes the token at the platform. It asks Zoom (or Google) to invalidate the permission you gave. From that moment Alchely cannot use it even if it wanted to.
2. Deletes the stored credentials, including the refresh token.

• Sessions already booked keep their link and keep working: the meeting lives in Zoom or Google, not in Alchely.
• New sessions stop generating links for that platform until you reconnect.
• Disconnecting always works, even if the platform does not respond: the credentials are deleted anyway and the permission expires on its own.

Removing it at the platform too

• Zoom: go to marketplace.zoom.us → Manage → Added Apps → Alchely → Remove.
• Google: go to myaccount.google.com/permissions, find Alchely and press Remove access.
• If you remove the app from Zoom without going through Alchely, Zoom tells us and Alchely deletes the stored credentials by itself.

Withdrawing access deletes nothing already in Alchely: your sessions, spaces and availability stay. To delete your data, use Settings → Data and privacy.

What gets emailed, and to whom

Every booking, time change and cancellation generates one email per person: one for you and one for each patient. They never travel together in the same message, so nobody sees anyone else's address. A couple session sends three emails.

The emails carry only logistics — date, time with its zone, duration, and the link or the space. Never notes, analysis or any other clinical content.

Troubleshooting