Therapist leave — sessions drop off the schedule by themselves
One team member’s leave isn’t the same as closing the whole practice — that’s covered in a separate article (Practice closure days). Here, one specific therapist is out, and their sessions in that period should disappear from the schedule without manually crossing them off.
Click path
Section titled “Click path”- Admin → Leave → Report absence.
- Pick the therapist and the type of absence (Holiday / Vacation, Sick leave, or Other absence), then a date range.
- Optionally check Notify guardian(s) (SMS, email, in-app notification) — without it, parents won’t be told about the change automatically.
- The system shows how many sessions will drop. Click I understand, continue, and only then Cancel sessions — a conscious, two-step confirmation, not an accidental click.
- The absence lands in the register with the period, number of days, and number of cancelled sessions.
- The calendar view shows right away who’s out on which day — also available laid out by school year, not just the calendar year.
When Planote finds a substitute
Section titled “When Planote finds a substitute”If a matching therapist with a free window can be found for some of the sessions, Planote doesn’t cancel them right away — instead it takes you to a substitution proposal screen:
- A table lists every session in that period: the proposed substitute (hover for the match reason) or a “No substitute found — session will be cancelled” label.
- For items with a proposal, you can click Reject substitution — that session then goes to cancellation instead of being swapped.
- Approve and notify — accepted swaps actually change the session’s therapist; the rest (rejected or unmatched) cancel with an SMS to guardians, same as a regular leave.
- Instead of approving, you can Discard proposal entirely — nothing changes, and you’ll need to report the absence again.
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Do sessions cancelled by a leave come back automatically once it ends? No — cancelling is a deliberate, manually confirmed action; the sessions need to be scheduled again (e.g. as make-ups).
Does AutoPlanner respect reported leave? Yes — the engine only plans within a therapist’s availability windows, so the leave period won’t get new proposed sessions.
How is therapist leave different from a clinic closure day? A clinic closure day shuts down the whole practice for that date; leave affects one person — the rest of the team works as normal.
When does the substitution proposal screen show up instead of a plain cancellation? That’s a system decision, not a separate toggle — if at least one session has a matching substitute, you land on the proposal screen. If none do, everything cancels right away as described in the main path.