Usage Guide

Here you'll find the essential settings to configure when you first use PsyAgenda.

Getting to Know the Home Screen

1. When you open the app, the Home screen appears.
2. At the top you'll find your business name and the Settings (gear icon) button. The Sync button only appears to the left of the gear icon after you set up Google Drive sync.
3. In the center there are four large navigation buttons: Calendar, Clients, Budget, and Test Module.
4. The Today's Notes section lists the sessions of the selected day. Use the date button in the header to look at another day, and Go to Today to come back. You can hide finished sessions with the eye icon on the right.

Changing the Language

1. Select the Settings (gear icon) in the top right of the home screen.
2. Switch to the Language tab and open the Application Language list.
3. Select your preferred language from the list and confirm. The app switches to the selected language immediately.

Setting the Currency

1. Go to Settings > Personalization.
2. Select the Currency field.
3. Select the currency you want to use from the list. In the warning that appears, select Yes, I Understand and Proceed. All fee and budget fields are shown in this currency; the amounts of existing records are not converted, only the symbol changes.

Setting the Standard Session Fee

1. Go to Settings > Personalization.
2. Select the Standard Session Fee field.
3. Enter your default session fee and leave the field; the setting is saved automatically (you'll see the "Saved!" notification). This fee is filled in automatically when you create a new appointment.

Setting a Business Name

1. Go to Settings > Personalization.
2. Enter your clinic or office name in the Business Name field.
3. The name you enter will appear as the header on the home screen.

You can add and edit your clients, view their details, and download their reports.

Adding a New Client

1. Go to the Clients screen from the top navigation bar or the home screen.
2. Select the New Client Card button at the top. On phones and tablets a dialog appears: choose Create Manually to open a blank form, or Add from Contacts to have the name, surname, phone, and email of the contact you pick filled into the form automatically.
3. Fill in the First Name and Last Name fields (required).
4. Optionally fill in phone, email, date of birth, gender, marital status, profession, education level, and private notes. On phones and tablets, the contacts button next to the phone field lets you take the number straight from your address book; this button is also available when editing an existing client.
5. You can enter a fee specific to this client in the Net Session Fee field. If you leave it empty, the standard session fee is used.
6. Select Save to create the client.

Importing a Client List from Excel

1. On the Clients screen, select the Import button next to New Client Card.
2. In the window that opens, select Download Template. A blank Excel file (.xlsx) with the columns First Name, Last Name, Phone, Email, and Session Fee is saved to your device. Its second sheet contains instructions for filling it in.
3. Open the template in Excel or a similar program and type your clients over the example row. Do not delete the header row. Only the First Name field is required; last name, phone, email, and fee may be left empty. Up to 500 rows are imported at a time.
4. Save the file, return to the app, and upload it with Select File in the same window.
5. 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. If a phone number or email cannot be read, the client is still added and only that field is left empty.
6. Confirm with Add Clients. Once the import finishes, you can remove every added record in one step with Undo This Import, for as long as the window stays open. After you close it, the batch can no longer be undone.

Editing Client Information

1. On the Clients screen, select the name of the client you want to edit.
2. In the detail view that opens, select the Edit button in the button group at the top.
3. Update the fields you want to change.
4. Select Update to save your changes.

Viewing Client Details

1. On the Clients screen, select the client's name.
2. The detail view displays all client information, session history, test records, and financial details.
3. The session history lists the date and time of each record. Select a row to expand its pre-session notes, session notes, AI insights, next session notes, and attached images. To open the session itself, select the Edit button on that row.
4. Use the search bar to search through session history by keyword.

Setting a Client as Active/Inactive

1. Open the client detail view.
2. Select the Deactivate button at the top. If the client is already inactive, this button reads Activate.
3. The filter above the client list is set to Active by default, so inactive clients do not appear in the list. To see them, select Inactive or All in the filter.

Downloading a Client Card

1. Open the client detail view.
2. Select the Download Report (download icon) button.
3. In the dialog, select the report format (Word is the default; you can also choose PDF) and select Download.
4. Once the report is ready, a security dialog opens: select 🔒 Encrypt to download a ZIP protected with a password you set, or select Download without encryption and confirm the warning to save the file as-is. The report includes the client's information, session history, test results, and AI evaluations.

Deleting a Client

1. Open the client detail view.
2. Select the red Delete button in the button group at the top.
3. The confirmation dialog states what will be deleted: the client card, all appointments belonging to this client, and their test records. Collected session fees are removed along with those appointments, so your budget history and income reports will change; business expenses, which are not tied to a client, are not affected.
4. Because deletion cannot be undone, if you have simply finished working with the client and want the record out of sight, deactivating is recommended over deleting: the appointment history, test records, and budget data all stay intact, the client is only hidden from your lists, and you can reactivate them at any time. For this reason an active client's confirmation dialog offers three buttons: Cancel, Deactivate, and Yes, Delete. If the client is already inactive, the Deactivate button does not appear; only Cancel and Yes, Delete remain.
5. Select Yes, Delete to confirm the deletion. This action cannot be undone; the only way back is restoring a backup taken before the deletion.

Learn how to create, edit, and manage appointments, recurring sessions, and session notes.

Creating a New Appointment

1. Go to the Calendar screen.
2. Select the day and time where you want to create an appointment. The appointment modal opens.
3. Choose your client from the Select Client dropdown. You can filter the list by typing in the search box.
4. The Duration (Minutes) field is pre-filled with the default duration from Settings. To change it, pick from the list: 15, 30, 45, 60, 75, 90, 120, 150 or 180 minutes.
5. If needed, use the Pre-Session Notes area to write down what you want to remember before the session; this note appears together with the appointment in the Today's Notes stream on the home screen.
6. Select Save or Save and Exit.

Adding a Client Quickly

1. This path creates both the client card and the appointment in a single step for someone who is not registered yet. In the appointment window, type the client's name and surname into the Quick Add Client field instead of picking from the list.
2. The fee field opens as you start typing. If you leave it empty, your standard session fee is applied to the appointment; you can also enter an amount specific to this appointment.
3. Save the appointment. The client card is created in the background — the last word of what you typed becomes the last name and the rest becomes the first name — and the appointment is linked to that card.
4. If a registered client with the same name already exists, a warning is shown; if this is a different person, you can confirm to create the new record.
5. The resulting card is an ordinary client card; you can fill in fields such as phone, email, and date of birth later from the Clients screen. The card's own session fee is left empty, so your standard fee also applies to their future appointments.

Editing an Appointment

1. In the calendar or on the home screen, select the appointment you want to edit.
2. In the modal that opens, change any fields you need (duration, notes, fee, payment status, etc.). To change the appointment's day or time, close the modal and drag the appointment to its new slot in the calendar. If the appointment will not move, the drag lock may be engaged; check the padlock button in the middle of the view selector.
3. Select Save. If the appointment is part of a series, you'll be asked to choose the update scope.

Creating Recurring Appointments

1. When creating a new appointment, check the Repeat checkbox.
2. Select the repeat interval from the dropdown next to the Repeat checkbox: Every Week, Every 2 Weeks, Every 3 Weeks, or Every 4 Weeks.
3. Enter the number of sessions in the Times box (1-52).
4. Select Save. Appointments are automatically created at the specified frequency.
5. The last session in the series appears in purple on the calendar, with a finish flag (🏁) in the bottom-right corner of its box, so you can see where the series ends at a glance. The flag does not appear in the monthly view; there the day's session-count box turns purple instead.
6. When you open any appointment in the series, a series info panel appears at the top of the modal (shown as an amber warning on the last appointment). Set the frequency and the Times box there, then select Extend to add more sessions to the series. When you extend the series, the purple color and the flag move to the new last session automatically.

Writing Session Notes

1. The appointment modal has three separate note areas:
2. Pre-Session Notes (amber): Things you need to remember or check before the session. The note you write while creating the appointment appears under that appointment in the Today's Notes stream on the main screen, so you start the day already knowing what to look at in each session.
3. Session Notes (green): The main record of the session. All the notes and observations you take during or after the session — everything discussed and everything that mattered — are kept here. If you optionally run the AI session analysis, it reads the text in this field.
4. Next Session Notes (purple): Topics you want to address in the next session, based on your observations. You can write them yourself or optionally ask the AI for a suggestion; if the field already has text, the suggestion is appended to what you wrote rather than overwriting it. When you create a new appointment for the same client and select that client, these notes from the previous session are carried over into the new appointment's Pre-Session Notes field automatically (appended if the field already has text), and a notification is shown.
5. Instead of typing up your Session Notes: if you took notes on paper during the session, you can photograph them and attach the photo to the appointment. When you select the handwriting recognition button on the attached image, the AI converts the writing into text; after the consent dialog you choose the note format (Freeform Note, SOAP, or DAP). The result is appended to the end of that field and does not overwrite what you have already written.
6. Each note area has a Reading Mode button to view the notes in full screen.

Blocking Time (Marking as Unavailable)

1. In the appointment modal, check the Block this time slot checkbox.
2. This mode disables the client, fee, note, attachment, and duration fields entirely. For that reason, select the duration before checking the box; the block is created with that duration.
3. Select Save. The time slot is marked as "Unavailable" in the calendar.
4. Blocked times can also be set as recurring.

Deleting an Appointment

1. Select the appointment you want to delete to open the modal.
2. Select the red Delete Session button at the bottom left.
3. For a single appointment, select Yes, Delete in the confirmation dialog (for blocked time slots this button becomes Yes, Unblock). For a recurring appointment, the scope dialog opens directly instead of this confirmation step.
4. If it is a recurring appointment, choose the deletion scope: Delete This Session Only or Delete This and All Following Sessions.

Payment Tracking

1. When you open a saved appointment, a Collected checkbox sits to the right of the Session Notes heading. The checkbox is not shown while you are creating a new appointment; it appears once the appointment has been saved.
2. Check this box when the client has made their payment.
3. When unpaid sessions accumulate, an outstanding balance warning is displayed in the client's appointment modal.
4. You do not have to open each appointment to record payments: the Budget > Income tab lists every session, and the Collected checkbox can be ticked directly from that list.
5. Use the client filter above the list to see a single client's entire payment history. The Show Uncollected Only and Show Collected Only checkboxes narrow the list further, and the date filter selects a period.
6. Collected sessions appear dimmed in the list; sessions that are past due and still uncollected are marked in red, so late payments stand out at a glance.

The calendar screen lets you visually manage your appointments.

Monthly View

1. Go to the Calendar screen. The dynamic (daily) view opens by default; to switch to the monthly view, select the Monthly button on the right of the view row.
2. Each day cell summarizes that day's session count in a single box (e.g., 3 Sessions). Days marked as unavailable or holidays are shown with a red Unavailable box.
3. Select a day to see the detailed list of appointments for that day.
4. Use the single-arrow buttons at the top to move between months and the double-arrow buttons to move between years. Select Today to jump back to the current date.

Dynamic View (1 / 3 / 5 / 7 Days)

1. On the calendar screen, select the 3-Day button (1/3/5/7-Day depending on your device) on the left of the top toolbar's bottom row. The Monthly button on the right returns to the monthly view.
2. In the dynamic view, days are shown as side-by-side columns and hours as rows. The default range is 08:00-21:00; you can change it in Settings > Personalization > Set Your Working Hours.
3. To change the number of days, select the down-arrow button to the right of the day button (which shows the number of days currently displayed, e.g., 3-Day or 5-Day) and pick from the list. The options vary by device: 1 / 3 on phones, 1 / 3 / 5 on tablets, 1 / 3 / 5 / 7 days on desktop.
4. Select a time slot to create a new appointment at that time.
5. Select the 30 min button in the top-left corner to change the time grid interval to 15 / 30 / 60 minutes.

Navigating the Calendar

1. Use the single-arrow buttons on either side of Today to move forward and back: one day in the day view, one month in the monthly view.
2. The outermost double-arrow buttons (Jump Back / Jump Forward) jump in larger steps: as many days as are currently shown on screen in the day view, and one year in the monthly view.
3. Select the Today button to return to the current date.
4. Drag and drop appointments in the calendar to reschedule them to different time slots. If you would rather not risk moving one by accident, you can turn this off; see Preventing Accidental Moves below.
5. On touch devices you can also navigate back and forth by swiping left/right on the calendar.

Preventing Accidental Moves (Drag Lock)

1. In the middle of the view selector, between the 7-Day and Monthly buttons, there is a padlock button. The lock is off when the app opens, meaning dragging is enabled.
2. Selecting the button engages the lock: it turns amber, the icon becomes a closed padlock, and a "Drag-and-drop disabled" message appears. Appointments can no longer be moved.
3. While the lock is engaged you navigate the calendar as usual: swiping left/right and scrolling up/down are unaffected. Only dragging appointments and Unavailable blocks is prevented.
4. To enable dragging again, select the same button; it returns to its normal color and you can move appointments once more.
5. This preference is specific to the device you are using; it stays in effect on that device until you turn it off and is not carried over to your other devices. If an appointment will not move, first check whether this button is amber.

Add photos to sessions, capture images with the camera, and use handwriting recognition.

Adding a Photo to a Session

1. Open the appointment modal.
2. In the Attachments row below the Session Notes field, select the Upload File button.
3. Select an image file from your device. The selected image appears as a thumbnail in the session images area.
4. Select a thumbnail to open it in the full-screen image viewer.
5. To delete, select the red ✕ button in the top right of the thumbnail.

Taking a Photo with the Camera (phone and tablet)

1. In the appointment modal, select the Upload File button on the Attachments row.
2. On phones and tablets, you can take a photo right away with the Camera option in the picker that opens. Grant permission if the device asks for camera access the first time.
3. The captured photo is attached to the appointment directly, just as if it had been picked from the gallery.
4. On desktop (Windows and macOS) this picker only lets you choose a file; capturing straight from the camera is specific to phones and tablets.

Handwriting Recognition

1. After adding a session image, select the round blue star icon at the bottom-left corner of the thumbnail. The icon carries no label; on desktop, hovering over it shows the Digitize Handwriting tooltip.
2. In the Confirm AI Analysis dialog that opens, select Accept and Continue. Then, in the Handwritten Note Style dialog, select the Note Format (Freeform Note, SOAP, or DAP) and the AI model to use, then confirm.
3. The AI converts the handwriting in the image into text and appends it to the end of the Session Notes field. Any text already in the field is preserved.

Learn about income/expense tracking, financial analysis, and data export features.

Tracking Income

1. Go to the Budget screen. The Income tab opens by default.
2. All your sessions are listed with date, client name, fee, and collection status.
3. Use the date filter at the top to filter by a specific month or year.
4. Use the client filter to view payments for a specific client. The Pending Total, Overdue, and Not Due cards at the top also follow the selected client. The date filter does not affect these cards; they always cover all time.
5. The Filter Totals row at the bottom of the table (Total on phones) shows the total gross fee, net fee, and discount (amount and rate) of the sessions that match the filter. On phones, only the net fee is shown.

Sending a Payment Reminder Message

1. You can prepare a reminder message for a client with overdue payments in a single step. Select the red message icon shown next to the date in the red rows of the Income tab. The same icon appears in two more places: next to the accumulated outstanding balance warning in the appointment window, and next to the outstanding balance line on the client card.
2. In the message, the number of the client's overdue sessions and the total amount are filled in automatically. The amount is the same accumulated outstanding balance you see on screen, and the message always covers the client's total outstanding balance — not a single session.
3. In the preview that opens, you can read the message before sending it and edit it however you like. Then select Send via WhatsApp, Send via SMS, or Send via Email. PsyAgenda never sends the message itself; it opens the app you chose with the text already filled in. The message only reaches your client once you press send in that app.
4. You can edit the message template under Settings > Notifications: open the Message Templates section and edit the Payment Reminder Message field; if you like, you can add payment details such as your IBAN to the template. You do not need to turn on the Client Notification Messages switch to reach the templates.

Adding and Managing Expenses

1. Switch to the Budget > Expenses tab.
2. Select the Add New Expense button.
3. In the form, enter the date, description, category, and amount.
4. Select Save. The expense is added to the list.
5. In the Actions column at the end of the row, select the blue pencil icon to edit an expense, or the red trash icon to delete it.

Managing Expense Categories

1. In the Budget > Expenses tab, select the Add Category button (Categories on phones). The Manage Expense Categories dialog opens.
2. To add a new category, type the category name in the field at the top and select Add.
3. Use the Active/Inactive toggle next to a category name to hide it from lists; inactive categories no longer appear in the new expense form or in filters, while existing records are preserved. To delete a category, select the trash icon — deletion is blocked if any expense is saved under that category, so change the category of those expenses first.

Financial Analysis Charts

1. Switch to the Budget > Analysis tab.
2. At the top, the Total Income, Total Expenses, and Net Profit cards are displayed. These amounts cover the period you select with the date filter at the top right, and only sessions whose Collected checkbox is checked are counted as income.
3. A 12-month income-expense trend chart and a session count chart load automatically.
4. Monthly breakdown cards show each month's income, expenses, net balance, and session details.

Exporting to Excel

1. At the top right of the Budget screen, select the button with the green down arrow icon, to the left of the red close (✕) button (the export to Excel button).
2. Two options are presented: Export Filtered Data or Export All Data.
3. Export All Data creates an Excel file (.xlsx) containing the complete income, expense, and analysis sheets. Export Filtered Data exports only the filtered rows currently shown in the open tab; if you want filtered data for both income and expenses, export each tab separately.
4. Before saving, you are asked whether to protect the file with a password. If you set one, the file is saved as an encrypted ZIP; if you choose to save it without encryption, confirm the warning and the file downloads directly.

Using the Rorschach, projective drawing, and manual test modules, you can administer tests digitally and generate reports.

Administering a Rorschach Test

1. Go to the Test Module screen and select Rorschach Test under the Start New Test tab.
2. In the setup dialog, enter the client's age and gender, then select Start Test.
3. Navigate the 10-card set with the Previous Card and Next Card buttons; on mobile devices you can also swipe left/right on the card image. The counter at the top right (e.g., 3 / 10) shows which card you are on.
4. For each card, write the client's response in the Client Responses field.
5. Select the Run Evaluation button to have the AI evaluate that card.
6. Write your own clinical observations in the Therapist Evaluation field.
7. After completing all cards, switch to the Reports tab to generate final reports.
8. To finish the test, select the Complete Test button at the bottom; in the Save Test Result dialog that opens, select the client to save the test to. To pause and continue later, use Save Test.

Administering a Drawing Test

1. Select Test Module > Start New Test > Projective Drawing Test.
2. In the setup dialog, select the test type (House-Tree-Person, Kinetic Family, etc.), age, and gender.
3. On the test screen, upload the drawing image or capture it with the camera.
4. Select the Run Evaluation button to get an analysis of the drawing.
5. Write your own interpretations in the Therapist Evaluation field; if you like, use the Refine Text button next to it to clean up the wording.
6. Next to the Hybrid Report field, select Combine Reports to merge the AI and therapist evaluations into a single report. Both fields must be filled in for this.

Manual Test Entry

1. Select Test Module > Start New Test > Manual Test Entry.
2. In the setup dialog, enter the test name, age, and gender.
3. Write the test data and your findings in the free-text area.
4. If needed, add an image from the Attachments section using the Upload File button (only image files are supported).
5. Select Save to save the test.

Generating and Downloading Test Reports

1. In Rorschach, reports are generated on the Reports tab; in drawing and manual tests the report fields are directly on the test screen. Report download is available in all three tests.
2. Select the type of report to generate: AI Report, Therapist Report, or Hybrid Report.
3. Select the Download Report button.
4. In the dialog, select which report sections to include and choose the format (Word or PDF).
5. The Export — Security dialog then opens. If you choose 🔒 Encrypt, you get a ZIP file protected by the password you set; that password is needed to open it, and the ZIP opens with the built-in tools of Windows and macOS without any extra software. If you choose Download without encryption, a warning is shown and, once you confirm, the file is saved without protection.
6. The report is downloaded to your device.

Viewing Administered Tests

1. On the Test Module screen, switch to the Administered Tests tab.
2. All tests are listed by date, client name, and test type.
3. Select a test to view its details, edit it, or download a report.
4. To delete a test, select the Delete button in the detail view.

With its Google Gemini API integration, PsyAgenda can analyze your session notes, evaluate tests, and generate client reports. An API key is required to use these features.

Setting Up an API Key

1. Go to Settings > API Management.
2. Paste your Google Gemini API key into the API Key field.
3. Select Save. The key is verified against Google before it is stored: if it is valid it is saved encrypted and the status line above turns green. If it is invalid it is not saved, a warning is shown, and the key stays in the field so you can correct it. If there is no internet connection, the key is saved but marked as not verified.
4. For detailed information on obtaining an API key, select the info icon next to the field.

Session Note Analysis

1. Write your notes in the Session Notes field of the appointment window.
2. Select the blue AI Evaluation button next to the notes field.
3. First, in the Confirm AI Analysis dialog, select Accept and Continue. Then, in the AI Analysis Settings dialog that opens, select the age and gender (required), the approach, the detail level and the model, and select Evaluate.
4. When the analysis is complete, the result appears in the AI Insights field. To keep it permanently, save the appointment with Save.
5. Select the AI Evaluation button next to the Next Session Notes heading to get suggestions based on the current session notes and AI insights; the suggestions are written into the Next Session Notes field.

General Client Analysis with AI

1. Open the client detail view.
2. Select the General Client Analysis button above the session history list.
3. First, in the Confirm AI Analysis dialog, select Accept and Continue. Then, in the AI Analysis Settings dialog that opens, select the age and gender (required), the approach, the detail level and the model, and select Evaluate.
4. The AI analyzes all of the client's session notes and test results to produce a comprehensive evaluation report.
5. You can save the generated report, regenerate it, or view it in reading mode.

AI Evaluation of Tests

1. On the Rorschach or drawing test screen, select the Run Evaluation button for each card/page.
2. In the dialog that opens, select the detail level and the model. For Rorschach, also choose the analysis method (Exner CS, etc.); this option is not shown for the drawing test.
3. The AI analyzes the client's response or drawing and writes the result in the corresponding field.
4. When a therapist note/report field already contains text, you can use the Refine Text button next to it to have the AI correct and enrich what you wrote.

You can save your data as an encrypted backup file and restore it whenever you need.

Creating a Backup

1. Go to Settings > Backup.
2. Select the Back Up Data button.
3. In the Encrypt Backup dialog that opens, set a password, type the same password again in the field below, and select Back Up and Encrypt.
4. Write this password down somewhere safe. The backup file is fully encrypted with it; if you forget the password, you will never be able to access the data inside that backup again.
5. A progress window appears while the backup is being prepared. Don't close the app during this time.
6. Where the backup is saved depends on your device:
   Windows / macOS: a save dialog opens; choose a folder and click Save. If you cancel this dialog, no backup is created.
   Android: the backup is saved straight to your device's Downloads folder.
   iPhone / iPad: the backup is first saved inside the app's own folder; right after, the share sheet opens, letting you save the file to a location you choose (iCloud Drive, on-device storage, etc.) or send it wherever you like.
7. On iPhone / iPad, don't skip this last step: use the share sheet to send a copy of the backup outside the app — Save to Files, AirDrop, WhatsApp, Mail, or iCloud Drive. If you dismiss that sheet, the backup only lives inside the app and is deleted together with the app when you remove it.

Restoring from a Backup

1. Go to Settings > Backup.
2. Select the Restore from Backup button.
3. Select a previously created .thnbak file from your device.
4. Enter the password you set when creating the backup.
5. A progress bar is shown. When it finishes, your data is restored. Your sync settings are preserved.

You can synchronize your data across multiple devices via Google Drive in encrypted form.

Connecting a Google Account

1. Go to Settings > Sync.
2. Select the Connect with Google button.
3. Sign in with your Google account and grant the required permissions.
4. When the connection is successful, your account email is displayed.

Setting a Sync Password

1. After you connect your Google account, the screen that opens depends on whether this account already has synced data: on your first device the password setup screen appears, while on your second and later devices the "Your existing password..." field and the Connect button appear. On the second device, enter the same password you set on the other device and select Connect; if you do not remember it, select the Forgot password link and answer your security question. Check the suggestion in the This Device's Name field at the top of the screen; your other devices list this device under that name.
2. Enter your sync password and type the same password again in the field below. There is no length requirement, but since all your data is encrypted with it, we recommend a hard-to-guess password of at least 8 characters.
3. Fill in the Password Recovery Question section below: a security question, its answer, and the answer confirmation. These fields are required — if you leave them empty, synchronization will not start. Then select the Start Synchronization button; the initial sync starts automatically.
4. Important: Do not forget this password. All your data is encrypted with it. If you lose the password, your data cannot be accessed.

Changing the Sync Password

1. In Settings > Sync, select the Change Password button.
2. Type your current sync password into the Current password field. If you do not remember it, select the Forgot password link and answer your security question.
3. Enter the new password and confirm it by typing it again.
4. Select the Save button; your data is re-encrypted with the new password and uploaded to Drive.
5. Important: You must enter the new password on all your other devices as well.

Manual Synchronization

1. Go to Settings > Sync.
2. Select the Sync button.
3. A progress bar is shown. When sync completes, the last sync time is updated.
4. If there are issues, you can use the Force Upload or Force Download buttons. Caution: Force Upload replaces all data on Drive with the data on this device; Force Download replaces all data on this device with the data on Drive. In both cases, read the confirmation dialog before approving it; if you are not sure which side has the up-to-date data, do not use these buttons.

Viewing Connected Devices

1. In Settings > Sync, the Connected Devices list is displayed.
2. Each device shows the name it was given when sync was set up, a type icon, and its last seen time.
3. Your current device is marked with a badge.
4. You can change this device's name with Rename this device below the list; your other devices show the new name after their next sync.
5. You can remove a device you no longer use with Remove from List next to it. This does not cut off that device's access: if it syncs again, it reappears in the list.
6. If you see a device you don't recognize, change your Google account password and your sync password. For a definitive fix, remove PsyAgenda's access in your Google account's security settings, then reconnect your own devices.

Turning Off Sync

1. In Settings > Sync, select the Disconnect button.
2. In the confirmation dialog, select the Disconnect button again.
3. Sync is disabled. Your data on the device is preserved, but it will no longer sync with other devices.

You can protect your data from unauthorized access with the app lock and password settings. Everything in this section is specific to each device: your password, security question, auto-lock timeout and biometric login never travel to your other devices through sync. You set a separate password on each device, and a change made on one does not affect the others.

Setting Up App Lock

1. During the app's first-time setup, the password creation screen appears automatically; this step cannot be skipped.
2. The app lock is not turned on through a separate option — password setup is mandatory on first launch. Settings > Security only holds the settings of the existing lock.
3. Setup has two steps. In the first step, type your password, type the same password again in the field below and select Continue.
4. In the second step, enter a security question, its answer and the answer again, then select Complete Setup. All three fields are required and cannot be left empty — that question is the only way to recover access if you forget your password.
5. Under Auto-Lock Timeout, choose the Inactivity Duration to set how long the app waits without any activity before it locks: Never, 30 Seconds, 1, 5, 15, 30 Minutes or 1 Hour.
6. Turn on Lock on Return from Background if you want to be asked for your password every time you send the app to the background and reopen it (off by default).
7. If your device supports it, turn on Biometric Login to unlock quickly with your fingerprint / face / device PIN; your current password is requested while enabling it.

Turning Off the App Lock

1. In Settings > Security, turn on the Trust This Device option.
2. Confirm the warning that appears and enter your current password.
3. On this device the app no longer asks for a password at startup or after inactivity. This lowers your security level; use it only on devices that belong to you and that no one else can access.

Changing Your Password

1. Go to Settings > Security.
2. Select the Change Password button.
3. Enter your current password, then enter and confirm your new password.

If You Forget Your Password

1. On the app lock screen, select the Forgot Password? link.
2. Your security question is displayed. Enter the correct answer.
3. If verification succeeds, you'll be prompted to set a new password. If you recovered from the lock screen shown at app startup, the setup screen opens right after and you must also set a new security question and answer alongside your new password. If you recovered from the lock screen that appears after inactivity while the app is open, only a new password is requested; your security question stays as it is.
4. If you forget both your password and the answer to your security question (and biometric login is not enabled on that device), there is no way left to reach your data. This is not a shortcoming but a requirement of the app's security architecture: your database is encrypted with a key that only your password or your security answer can open — neither we nor anyone else holds a master password, a back door or a recovery copy.
5. In that case only one option remains: the erase everything and start over step on the lock screen (you must type a confirmation phrase by hand so it can't be triggered by accident). If your data is in Google Drive sync or in a backup file, it comes back from there; if you have neither, the data is lost permanently. This is why we recommend keeping sync on or taking regular backups.

This section is where you manage session reminders, alarm reminders and the notification messages you send to your clients.

Session Reminder Notifications (Mobile Devices)

1. Under Settings > Notifications, turn on Session Reminder Notifications. If the device asks for notification permission, allow it; if permission is refused, the switch stays off.
2. Use Notification Time to choose how long before the session the notification arrives: 5, 10, 15, 30 minutes or 1, 2, 4, 8, 24 hours before (default 15 minutes).
3. While the switch is on, a notification is sent automatically for every upcoming session; there is nothing to select per session. Only session-type appointments are covered. It is a single standard device notification; if you want a sound that keeps ringing until you stop it, use Alarm Reminders.
4. For privacy, the client's name is hidden in the notification title by default; to show it, turn off Hide client name in notifications. These settings exist only on Android and iOS.

Alarm Settings (Mobile Devices)

1. First, under Settings > Notifications, turn on Alarm Reminders and set Alarm Behavior to Selected Sessions Only; then check the Set special alarm for this session box in the appointment modal.
2. Choose how long before the session the alarm should ring: 5, 10, 15, 30 minutes or 1, 2, 4, 8, 24 hours before.
3. For sessions with an alarm set, a bell icon appears next to the session card on the Home Screen.
4. Under Settings > Notifications, Default Alarm Time sets the interval used when you don't make a per-session choice; while Alarm Behavior is All Sessions, every session rings at this interval.

Client Notification Messages

1. The Client Notification Messages switch in Settings > Notifications determines when the notification window opens. When it is on: the window opens by itself whenever you create an appointment with a client, change its date or time, turn a single appointment into a series, extend a series or delete the appointment — you don't have to tick any checkbox. When it is off: no window opens.
2. You can still send messages while the switch is off: just tick the Notify Client checkbox in the appointment modal and save. The checkbox overrides the switch, so you trigger the message manually for that one appointment. (With the switch on, the window opens anyway, so ticking it is unnecessary.)
3. Whether the switch is on or off, the message is never sent by itself. Only the opening of the window is automatic; the decision to send is always yours.
4. In the Notify Client window you can edit the message in the preview, then choose Send via WhatsApp, Send via SMS, or Send via Email; the message opens ready to go in the relevant app and you press send yourself. If the client has no phone number or email on file, the app asks you to enter it right then. If you don't want to send it, select Don't Send.
5. When you open an appointment that is today or in the future and to which a notification has already been sent, a Send Reminder button appears. Reminders are never triggered automatically — not even when automatic messages are on. If you want the client to get an extra reminder, you have to select this button.
6. For recurring appointments, you can choose the notification scope: For This Session Only or For the Entire Series/Program.