Usage Guide

Learn 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) and Sync buttons.
3. In the center there are four main navigation buttons: Calendar, Clients, Budget, and Test Module.
4. The Today's Notes section lists your sessions for today. You can hide finished sessions using the eye icon.

Changing Language

1. Tap the Settings (gear icon) in the top right of the home screen.
2. In the Personalization tab, tap the Language field.
3. Select your preferred language from the list and confirm. The app will switch immediately.

Setting Currency

1. Go to Settings > Personalization.
2. Tap the Currency field.
3. Select your preferred currency from the list. All fees and budget fields will be displayed in this currency.

Setting the Standard Session Fee

1. Go to Settings > Personalization.
2. Tap the Standard Session Fee field.
3. Enter your default session fee and tap Save. This fee will auto-populate when creating new appointments.

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.

Add, edit, view details, and download reports for your clients.

Adding a New Client

1. Go to the Clients screen from the bottom menu or home screen.
2. Tap the New Client Card button at the top.
3. Fill in the Name and Surname fields (required).
4. Optionally fill in phone, email, date of birth, gender, marital status, profession, education, and special notes.
5. Enter a custom fee in the Net Session Fee field for this client. If left empty, the standard tariff is used.
6. Tap Save to create the client.

Editing Client Information

1. On the Clients screen, tap the name of the client you want to edit.
2. In the detail view, tap the Edit (pencil icon) button in the top right.
3. Update the desired fields.
4. Tap Save to save your changes.

Viewing Client Details

1. On the Clients screen, tap the client's name.
2. The detail view displays all client information, session history, test records, and financial details.
3. In the session history, each session's date, duration, notes, and payment status are listed. Tap a session to view its details.
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. Tap the Toggle Status button at the top.
3. Inactive clients appear grayed out and are hidden by default. Use the filter on the Clients screen to show inactive clients.

Downloading a Client Card

1. Open the client detail view.
2. Tap the Download Report (download icon) button.
3. In the dialog, select the report format: Word or PDF.
4. The report is generated and downloaded to your device. It includes the client's information, session history, test results, and AI evaluations.

Deleting a Client

1. Open the client detail view.
2. Tap the Delete (trash icon) button.
3. Tap Yes in the confirmation dialog to confirm. This action cannot be undone.

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

Creating a New Appointment

1. Go to the Calendar screen.
2. Tap on the day and time where you want to create an appointment. The appointment modal opens.
3. Select your client from the Registered Client dropdown. You can type to search and filter.
4. Choose the session duration from the Duration field (30, 45, 60, or 90 minutes).
5. If needed, write your pre-session notes in the Pre-Session Notes area.
6. Tap Save or Save and Exit.

Quick-Adding a Client During Appointment Creation

1. In the appointment modal, instead of selecting a Registered Client, type the client's name in the Quick Add Client field.
2. When you save the appointment, the new client is automatically added to the system.

Editing an Appointment

1. Tap on the appointment you want to edit in the calendar or home screen.
2. In the modal, change any fields you need (time, duration, notes, fee, etc.).
3. Tap 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 Frequency field: 1 week, 2 weeks, 3 weeks, or monthly.
3. Enter the number of sessions in the Repeat Count field (1-52).
4. Tap Save. Appointments are automatically created at the specified frequency.
5. When nearing the end of a series, an Extend Series button appears in the appointment modal. Use it to add more sessions.

Writing Session Notes

1. The appointment modal has three separate note areas:
2. Pre-Session Notes (amber): Notes you prepare before the session.
3. Session Notes (green): Notes written during or after the session. This field is used for AI analysis.
4. Next Session Notes (purple): Topics to address in the next session.
5. Each note area has a Reading Mode button to view the notes in full screen.

Blocking Time (Marking as Busy)

1. In the appointment modal, check the Block this time checkbox.
2. This mode disables client and fee fields. Only date, time, and duration are set.
3. Tap Save. The time slot is marked as "Busy" in the calendar.
4. Blocked times can also be set as recurring.

Deleting an Appointment

1. Tap the appointment you want to delete to open the modal.
2. Tap the red Delete button at the bottom left.
3. Tap Yes in the confirmation dialog.
4. If it's a recurring appointment, choose the deletion scope: Only this session, This and following sessions, or All sessions.

Payment Tracking

1. In the appointment modal, below the Session Notes section, there is a Collected checkbox.
2. Check this box when the client has made their payment.
3. When unpaid sessions accumulate, an overdue balance warning is displayed in the client's appointment modal.
4. Track all payments from the Budget > Incomes tab.

The calendar screen lets you visually manage your appointments.

Monthly View

1. Go to the Calendar screen. The monthly view opens by default.
2. Each day cell shows the appointments for that day with brief titles.
3. Tap on a day to see the detailed list of appointments for that day.
4. Use the ◀ and ▶ arrows at the top to navigate between months. Tap Today to jump back to the current date.

Dynamic (Weekly) View

1. On the calendar screen, tap the toggle view button in the top right.
2. In the dynamic view, days are shown as side-by-side columns with hours as rows (08:00–21:00).
3. You can adjust the number of days shown from Settings > Personalization > Dynamic View Days.
4. Tap on a time slot to create a new appointment at that time.

Navigating the Calendar

1. Use ◀ / ▶ arrows to move one period forward or back.
2. Use ◀◀ / ▶▶ double arrows to skip multiple periods.
3. Tap the Today button to return to the current date.
4. Drag and drop appointments in the calendar to reschedule them to different time slots.

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 Session Images section, tap 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. Tap on a thumbnail to open it in the full-screen image viewer.
5. To delete, tap the red ✕ button in the top right of the thumbnail.

Taking a Photo with the Camera (Android)

1. In the appointment modal, tap the Add Photo button in the Session Images section.
2. When prompted for camera permission, tap Allow.
3. The camera feed opens. Tap the Capture button to take a photo.
4. The captured photo is automatically added to the session images.

Handwriting Recognition

1. After adding a session image, tap the Digitize Handwriting button at the bottom left of the thumbnail.
2. In the dialog, select the handwriting style.
3. The AI converts the handwriting in the image to text and appends it to the Session Notes field.

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

Tracking Income

1. Go to the Budget screen. The Incomes 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.
5. At the bottom of the table, total income and collected/uncollected summaries are displayed.

Adding and Managing Expenses

1. Switch to the Budget > Expenses tab.
2. Tap the Add New Expense button.
3. In the form, enter the date, description, category, and amount.
4. Tap Save. The expense is added to the list.
5. Tap on an existing expense to edit or delete it.

Managing Expense Categories

1. In the Budget > Expenses tab, tap the Manage Expense Categories button.
2. To add a new category, type the category name in the field at the top and tap Add.
3. You can toggle existing categories as active/inactive or delete them.

Financial Analysis Charts

1. Switch to the Budget > Analysis tab.
2. At the top, summary cards show total income, total expenses, and net profit/loss.
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. On the Budget screen, tap the Export to Excel button at the top.
2. Two options are presented: Export Filtered Data or Export All Data.
3. An Excel file (.xlsx) containing incomes, expenses, and analysis data is generated and downloaded.

Administer Rorschach, projective drawing, and manual tests digitally, and generate professional 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 tap Start.
3. Navigate through the 10-card Rorschach set by swiping left/right.
4. For each card, write the client's response in the Client Responses field.
5. Tap the Get Evaluation button to have the AI analyze that card.
6. Write your own clinical observations in the Therapist Evaluation field.
7. After completing all cards, switch to the Report tab to generate final reports.

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. Tap the Get Evaluation button to get an analysis of the drawing.
5. Write your interpretations in the Therapist Report field.
6. Tap the Hybrid Report button to create a combined AI and therapist report.

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 test data and findings in the free-text area.
4. Upload files or images if needed.
5. Tap Save to save the test.

Generating and Downloading Test Reports

1. On the test screen, switch to the Report tab (for Rorschach and Drawing tests).
2. Select the type of report to generate: AI Report, Therapist Report, or Hybrid Report.
3. Tap the Download Report button.
4. In the dialog, select which report sections to include and choose the format (Word or PDF).
5. The report is automatically generated and downloaded to your device.

Viewing Applied Tests

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

PsyAgenda uses Google Gemini API integration to analyze 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. Tap Save. The key will be validated and its status displayed.
4. For detailed information on obtaining an API key, tap the info icon next to the field.

Session Note Analysis

1. Write your notes in the Session Notes field of the appointment modal.
2. Tap the blue AI Evaluation button next to the notes field.
3. In the dialog, select the approach, detail level, and AI model.
4. When the analysis is complete, the results appear in the AI Insights area.
5. Tap the Next Session AI button to get suggestions for the next session based on the current notes and AI insights.

General Client AI Analysis

1. Open the client detail view.
2. Tap the General Analysis button.
3. The AI consent dialog opens. Select the approach, detail level, and model.
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.

Test AI Evaluation

1. On the Rorschach or drawing test screen, tap the Get Evaluation button for each card/page.
2. Select the detail level and analysis method.
3. The AI analyzes the client's response or drawing and writes the result in the corresponding field.
4. Use the Correct Spelling button to have the AI refine and enrich your therapist notes.

Save your data as an encrypted backup file and restore it whenever you need.

Creating a Backup

1. Go to Settings > Backup.
2. Tap the Back Up Data button.
3. You'll be asked to set a password for the backup file. This password protects the file.
4. The process starts and a progress bar is shown. When complete, an encrypted .thnbak backup file is downloaded to your device.

Restoring from a Backup

1. Go to Settings > Backup.
2. Tap 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 complete, your data is restored. Your sync settings are preserved.

Synchronize your data securely across multiple devices via Google Drive with end-to-end encryption.

Connecting a Google Account

1. Go to Settings > Synchronization.
2. Tap 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 connecting your Google account, the password setup screen appears.
2. Enter a sync password of at least 4 characters and confirm it.
3. Tap Save. 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.

Manual Synchronization

1. Go to Settings > Synchronization.
2. Tap the Sync Now button.
3. A progress bar is shown. When sync completes, the last sync time is updated.
4. If there are issues, use Force Upload (sends device data to Drive) or Force Download (downloads Drive data to device).

Viewing Connected Devices

1. In Settings > Synchronization, the Connected Devices list is displayed.
2. Each device shows its name, platform (Android/Desktop), and last seen time.
3. Your current device is marked with a badge.

Disconnecting Sync

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

Protect your data from unauthorized access with app lock and password settings.

Setting Up App Lock

1. Go to Settings > Security.
2. Turn on the App Lock option.
3. Set a password and confirm it.
4. Fill in the security question and answer — this is the only recovery method if you forget your password.
5. Set the Auto-Lock Timeout to control how long after going to the background the app locks.

Changing Your Password

1. Go to Settings > Security.
2. Tap 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, tap 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.

Manage your sessions with appointment reminders and client notification messages.

Alarm Settings (Android)

1. In the appointment modal, turn on the Alarm option in the Notification Settings section.
2. Choose how many minutes before the session the alarm should ring: 5, 10, 15, or 30 minutes.
3. When the alarm is active, a bell icon appears next to the appointment in the calendar and home screen.
4. Set default alarm preferences from Settings > Notifications.

Client Notification Messages

1. In the appointment modal, check the Notify Client checkbox.
2. When you save the appointment, a notification is sent to the client via WhatsApp, SMS, or email (phone number or email must be on file).
3. For appointments where a notification was previously sent, a Send Reminder button appears. Use it to send an additional reminder.
4. For recurring appointments, you can choose the notification scope: Only this session or Entire series.