Frequently Asked Questions

PsyAgenda is an agenda and record-keeping app built for mental health professionals who see clients one on one: appointment and calendar management, client records, session notes, psychological tests (Rorschach, projective drawing tests and manually entered tests), test reports, income-expense tracking and AI-assisted evaluation tools in a single app. It suits psychologists, psychiatrists, counselors, psychotherapists and family counselors. The app is designed for a single practitioner managing their own practice; there is no team or in-clinic sharing and no multi-user permission management. Clients do not use the app; all records stay on your own device and, if you choose, sync encrypted through your own Google Drive account between your own devices only.

Yes. Appointments, client records, session notes, tests, and budget records work without an internet connection; data is kept locally on the device. An internet connection is required for the following operations: Google Drive sync, connecting a Google account, AI analyses, purchasing a subscription and restoring purchases, and delivering client notifications via WhatsApp or email. Notification messages are not sent by the app itself; the message text is passed to the WhatsApp, SMS, or email app on your device, and sending is completed there.

PsyAgenda works on Android, iOS (iPhone, iPad), macOS, and Windows (desktop) platforms. Appointment, client, test, report, and sync functions are common to all platforms. Session reminder notifications and alarms are available only on the Android and iOS versions; these settings sections are not visible on the macOS and Windows versions. Some platform-specific capabilities such as the camera, biometric lock, and store purchase options may also differ.

All your data is stored locally on your device (phone, tablet, or computer) only. If sync is enabled, data is uploaded encrypted to your Google Drive account. Apart from these, data leaves your device only through operations you initiate: when you use AI features, the relevant session note, test data, or drawing image is sent to the Google Gemini API; when you use only the "I have a problem" option under About > Support/Feedback, a technical information block is appended below your message: app version, platform, installation ID and a record of your recent steps in the app (which screen opened, which operation ran) along with any error messages. This block carries no client/session content, and you can see and edit all of it in the email screen before sending. The other two options (asking a question and sharing feedback) attach no technical information at all; when you send a client notification message, the message text you preview on screen is passed to the WhatsApp, SMS, or email app you select. In addition, a randomly generated installation identifier and the purchase receipt are sent to the subscription infrastructure (RevenueCat) to verify subscription status; client data is not included in these requests.

Yes. Data is stored locally on your device and the local database is encrypted with SQLCipher/AES-256. The app lock password you set when you first install the app protects this encryption key; you can change the password later from Settings, and if your device supports it you can additionally enable biometric login. If you use sync, data is encrypted with AES-256 and uploaded only to the app-private area in your own Google Drive account; backup files are encrypted to the same standard. If you send a problem report, the email contains the error text, the operation steps, the platform, the app version, device information, and the random installation identifier used for support; these records are designed not to carry client names, session notes, or financial information, and you can view and edit the content before sending.

Tap "Forgot Password" on the lock screen. When you correctly enter the answer to the security question you set during setup, recovery completes and the setup screen opens right after: you set a new password and then a new security question with its answer. If you don't remember the answer to the security question either, there is a last-resort option to delete all data; this option asks you to type "DELETE ALL DATA" into the confirmation box, permanently deletes all records on the device, and cannot be undone. If you have no backup or sync, the data cannot be recovered.

Data is kept in an encrypted database in the device's own app storage area; on iOS and Android, removing the app removes this area as well. On macOS and Windows, uninstalling deletes the program files, and the database can remain in the application data directory in the user folder. Those leftover files are not readable: the database is never stored in plain text on disk — all content is encrypted as it is written and decrypted as it is read (SQLCipher / AES-256). Session and test images also remain in the same area as separate files, and they too are encrypted with AES-256. The decryption key is held in the device's own secure key store and is wrapped with your app lock password, so anyone who copies the file to another computer cannot open its contents. If you would rather leave no file on the device at all, you can remove the database completely before uninstalling, via Settings > Storage > "Delete All Local Data". If sync is enabled, the encrypted copy on Google Drive is not affected by the app's removal; when you connect on a new device with the same Google account and the same sync password, the first sync downloads this content to the device. If sync is disabled, recovery is only possible with a previously created backup file.

The app has no trash bin or undo; the delete confirmation window states that the action cannot be undone. When a client is deleted, all appointments and test records linked to that client are deleted along with it. Since income is not kept as a separate record, collected session fees are deleted along with those appointments; your budget history and income reports will change. Business expenses, which are not tied to a client, are not affected. Recovery is only possible by restoring a backup file created before the deletion, and restoring replaces all of the existing data on the device; selective recovery is not possible. If you want to hide a record from the lists instead of removing it entirely, the client can be deactivated with the "Deactivate" option.

By default it does not; notification and alarm titles are sent with generic text that contains no client name, and the name appears only when the app is opened. If the "Hide client name in notifications" preference under Settings > Notifications is turned off, the client name can be shown in the title. This preference is not synced; it is set separately on each device.

Records are not deleted and the app continues to open. When the trial period ends, the app switches to read-only mode: client, appointment, test, and budget records can be viewed; creating new records and saving changes to existing records are blocked. Backup and export can also be used in read-only mode. When a subscription is started, writing is enabled again.

It does not come over automatically. License information is kept locally on the device and is not carried over by sync; even though data is synced, the subscription status is not carried over. With the "Restore Purchases" option on the Settings > License screen, a subscription on the same store account can be registered on the new device. Stores are independent of each other; a subscription purchased from one store is not transferred to a device of another store.

No. Cancellation is done from the store's subscription settings; the app continues to run as the full version until the recorded end date passes. After the period ends, the store status is synchronized at startup; if there is no active subscription and the trial period has also expired, the app switches to read-only mode, and records can still be viewed. When 7 days or less remain until the end date, an informational message is shown once at startup.

When AI features are used, only the relevant analysis input is sent to the Google Gemini API: session notes, test responses and reports, drawing images, the note photo used for handwriting recognition, the client private notes field, and (if entered) the client's age and gender. Client name, contact information, and financial records are not transferred from the app's record fields. That said, since session notes and private notes are sent as you write them, it is recommended that you do not write information that could identify the client in these fields. For a detailed list, you can see the API Guide in the Settings > API Management section.

The AI features work with the user's own Google Gemini API key; the app does not come with a built-in key. The key is obtained through Google AI Studio, and its usage counts against your own account quota at Google, independently of the app license. If there is no key, only that AI operation does not start and a warning is shown; appointments, client records, filling in tests manually, budget, backup, and sync work without a key as well.

The key is written to the device's database encrypted with AES-256-GCM; the master key used for the encryption is kept in the operating system's key store. AI requests go from the device directly to Google; there is no developer server and the key does not reach the developer. If you use sync, the key is carried to your other devices within the settings bundle that is encrypted with your sync password; if you do not use it, it needs to be entered separately on each device. The key is shown masked on the settings screen and can be deleted when desired.

These are two separate connections. Sync connects to your Google account only with permission for the app-specific Drive folder; the AI features work with a separate Gemini API key. Having connected your Google account for sync does not enable the AI features; and entering an API key does not grant access to your Drive data.

Each AI operation already has a suitable Gemini model assigned to it, so you do not need to pick a default. When you start an operation, the window that opens shows which model will be used, and you can choose a different one from the list for that operation. For example, lighter jobs such as spelling correction default to a faster, cheaper model, while heavier work such as test analysis and reports defaults to a stronger one. Pro models labeled "Paid API" in the list may not work with the free quota. When the quota is exhausted or the selected model is not available on the free plan, the app shows an error message suggesting switching to the Flash model.

No. There is no score calculation, ratio/norm table, or automatic protocol coding in the app; the records contain the response texts you enter, the AI drafts obtained if requested, and your own evaluation notes. When an AI evaluation is requested, the card name, the client's age and gender information if entered, and the response text you wrote are sent; in return a free-text draft is received. Selecting the evaluation method only indicates which framework this text will be written with. Approving, correcting, and using the text is up to the therapist.

On Android, the file is written directly to the Downloads folder. On macOS and Windows, a save dialog opens and you choose the location. On iOS, since there is no system-wide Downloads folder, the file is first written to the app's own Downloads folder and then the share sheet opens; from there it can be moved to the location you want with "Save to Files" or sent directly. Even if the share sheet is closed, the file is not lost: it can be reached at Files > On My iPhone (On My iPad on iPad) > PsyAgenda > Downloads.

When a test moves to the "Completed" state, that test's text fields, image upload, and save buttons are disabled; the record becomes read-only. The app has no option to undo this state. For a completed test, the report can be downloaded and the record can be deleted, but the content cannot be changed. If you plan to continue later, you can save your progress with "Save Test" instead of "Complete Test".

The 10-card set comes with the app and is installed into the device's database on first launch.

The report can be generated as Word (.docx) or PDF. For the Rorschach and drawing tests, the AI evaluation, therapist report, hybrid report, and appendix section can be selected individually in the download dialog; in the manual test, the report contains the therapist text you wrote. In the appendix section of the Rorschach report, the client's responses and the evaluation texts are written card by card, and card images are not included in the report; in the drawing test the drawing image, and in the manual test the images you select, are added to the report as an appendix.

It is not mandatory. Encryption is offered for every document export (test report, client card, Excel); if you accept, the file is placed inside a ZIP protected with the password you enter. If you do not want encryption, you are asked to confirm a warning and the file is saved unencrypted; if you close the password dialog, the export is cancelled and no file is created. The password is not stored anywhere; if it is forgotten, that file cannot be opened, but you can generate the report again from the app.

Yes. You can sync your data across devices by enabling Google Drive sync. To do this, you need to sign in with the same Google account on each device and enter the same sync password. Data is encrypted on your device and uploaded to Google Drive's app-private area; if the passwords do not match, the data on the other device cannot be decrypted. Your subscription, however, is tied to the store account you made the purchase with and is not carried over by sync; on devices where you are signed in with the same store account, you can use the "Restore Purchases" option.

When setting up sync, you are asked to define a security question and its answer. If you forget your password, you can recover it by entering the answer to this question from the "Forgot Password" link on the Settings > Sync screen, and set a new password in its place. Disconnecting and reconnecting does not reset the password; when the app finds data on Google Drive, it asks for the existing password. The password is stored encrypted on your device; for recovery, a copy encrypted with the answer to your security question is also kept in the app folder of your own Google Drive account, and it is not shared with the developer or third parties. The only thing that becomes inaccessible when you forget the password is the encrypted copy on Drive; the local data on your devices is not affected by this.

Yes. A deletion is stored with a "deleted" marker on the record and a timestamp, and is carried to the other devices through sync; the device in question removes the record from its lists on its next sync. This does not happen until the device syncs — on a device that stays offline for a long time, the record remains visible.

Merging is done at the record (row) level: changes made to different records are kept from both devices. If the same record has been changed on both devices, the most recent change applies; field-by-field merging is not performed. A deletion is processed as a change as well — if a record deleted on one device was edited later on the other device, the edit applies. Records that have not yet gone to the cloud and exist on only one device are not deleted during merging.

Records are always written to the device's own database first, so you can keep working while there is no connection. While there is no connection, sync is not attempted; changes are marked as pending and are uploaded to the cloud on the first sync after the connection returns. During this time the sync icon appears red and indicates that sync is suspended.

When you disconnect, that device is removed from the device list in the cloud and the sync settings on the device (Google session, sync password, status information) are deleted. Your client, appointment, and budget records remain on the device as they are; the data on Google Drive is not deleted either. There is no option to remove another device from the list remotely; this is done from that device. Deleting all data in the cloud is a separate operation and requires typed confirmation.

Some carry over, some stay separate on each device. Working hours, days off, break times, default session duration, standard session fee, business name, currency, default analysis approach, and notification message templates are carried between devices by sync. The app lock password and security question, auto-lock duration, app language, notification and alarm preferences, calendar view preferences, and license status are not synced; they are set separately on each device.

Sync runs quietly in the background while the app is open: about 10 seconds after a change, when the app comes to the foreground after being in the background, and during a lightweight cloud check performed at regular intervals. If there is no change on the cloud side in this check, no data is transferred. For sync triggered by coming to the foreground, a certain amount of time must have passed since the last sync; this limits back-to-back triggers. You can also start it manually at any time by tapping the sync icon.

From Settings > Backup, you can export your data as an encrypted .thnbak file. On Android the file is saved to the Downloads folder, and on macOS and Windows to the location you choose; on iOS it is first written to the app's own area and the share screen opens — if you do not send the file to yourself from there and keep it outside the device, the backup is deleted when the app is deleted. When you want to restore, you select the file from the same section and enter its password; restoring permanently deletes all existing data on the device and replaces it with the data in the backup, and this operation cannot be undone. If you forget the backup password, you cannot access that backup.

You can import your client list. The Import button on the Clients screen first downloads a blank Excel template with the columns Name, Surname, Phone, Email and Session Fee, of which only Name is required. You fill in your own list in that layout and upload the file. Before any records are created you get a preview: how many clients will be added, which rows will be skipped because they are already in your list, and which rows cannot be imported, each with its row number. Existing records are never overwritten; rows whose name and surname match an existing client are skipped. After you confirm, the whole import can be undone in one tap for as long as the window stays open. Up to 500 rows are imported at a time. There is no import for appointment or budget data, and vCard, calendar, or other agenda formats are not supported. Apart from this, the only file the app can take in as data is an encrypted backup created with PsyAgenda itself (.thnbak). When adding clients one by one on iOS and Android, you can still pick a contact from the phone's address book.

Yes. The client card can be exported as Word (.docx) or PDF together with its session and test contents; budget records as Excel (.xlsx) with income, expense, and analysis sheets; and test reports as Word or PDF. Every document export offers the option to save the file as a password-protected compressed (.zip) file. Apart from these, an encrypted backup of the entire database (.thnbak) can be created; this file can only be restored with PsyAgenda.

Client notification messages are off by default. When you turn on the "Client Notification Messages" option in Settings > Notifications, a message preview screen opens when you create an appointment, change its date or time, or delete it. While the option is off, you can open the same screen by checking the "Notify Client" box in the appointment window. For today's or future appointments to which a notification has already been sent, a "Send Reminder" button also appears. The message can be delivered via WhatsApp, text message (SMS), or email; the channel you select opens in the corresponding app on your device, and you send it yourself. On the macOS and Windows versions, the text message link is handed over to the operating system; if no app that can send text messages is defined on the computer, this channel does not work. You can customize the message templates from Settings > Notifications.

No. Notification and alarm scheduling works only on iOS and Android; in the macOS and Windows versions the reminder and alarm sections under Settings > Notifications are not shown, while the client notification message templates remain visible. The option to set a custom alarm for a session is also shown only on phones and tablets. A custom alarm you set for a session on your phone is synced as a field of the appointment record and applies on your other synced mobile devices as well.

Only image files are accepted as appointment attachments. The file picker is limited to images, and if a non-image file is selected, a warning states that the file could not be attached. If you want to attach a document to a session, you can add a photo or screenshot of the document as an image.

The "Monthly" option means a 4-week (28-day) interval, not a calendar month; each repeat is placed 28 days after the previous one. For this reason the session always stays on the same weekday, but the day of the month shifts earlier over time. The same calculation is also used when extending an existing series.

Yes, this is normal. Holidays and break hours are shown on the calendar with a red "Busy" box; these boxes are a visual reminder, and when the time slot beneath them is tapped, the appointment window opens as usual and the record can be completed. The note on the Settings screen states this as well: these settings do not delete existing appointments, they only create default "Busy" areas on the calendar. Busy records you create with "Block this hour" and existing session appointments, on the other hand, are real records, so a new appointment that overlaps those hours cannot be saved or dragged onto them; a conflict warning is shown.