Time Off and Calendar Updates

Vacation Requests / Leave of Absence (LOA) Requests & Syncing Calendar Availability

For BetterMynd Counselors

Purpose

To ensure smooth communication and uninterrupted user experience, counselors at BetterMynd must formally submit time off or leave of absence (LOA) requests and update their availability accordingly. This helps clients receive accurate information about availability and response times.

How to Submit a Time Off or LOA Request

To formally notify BetterMynd of time off or a leave of absence, counselors must complete the following form:

đź”— Submit Time Off/LOA Request Form

Please submit requests at least 2 weeks in advance, when possible, to ensure proper scheduling and calendar synchronization.

Extended Leave Status (Admin Feature)

Once your request is submitted, BetterMynd Admin will update your account with the extended leave details. This will:

  • Display an automated notice to clients that you may take longer to respond to session requests.
  • Adjust the expiration window for session requests during your leave.

Session Request Expiration Rules While on Leave

Scenario Expiration Timeline
Counselor returns soon (≤72 hrs away) Expiration extended to noon EST on return day
Counselor returns later (>72 hrs away) Expiration set to 72 hours from request time

Examples

  • George is on leave July 10–15. A session is requested July 13 at 5 PM. George must respond by July 15 at 12 PM EST.
  • Nancy is on leave July 20–30. A session is requested July 22 at 3 PM. Nancy must respond by July 25 at 3 PM EST (72-hour cap).

What Clients See

When clients attempt to book with a counselor on leave:

  • They can still request a session.
  • A message will appear indicating the counselor is on extended leave and may take longer to respond.

What Counselors See

While on leave, your BetterMynd dashboard will display:

  • A banner reminding you of your extended leave status.
  • The start and end dates of your scheduled leave.

Syncing Calendar Availability with Time Off

To avoid confusion and booking errors, counselors must update their BetterMynd calendar availability in addition to submitting the form:

Steps to Sync Calendar:

  1. Log in to your BetterMynd dashboard.

    Navigate to “My Availability” or “Calendar Settings.”

    Block off the days you will be unavailable.

    • Use the “Unavailable Time” feature to mark full or partial days off.
  2. Double-check that no available time slots exist during your requested leave dates.

⚠️ Important: Submitting the form does not automatically update your calendar. Manual update is required to prevent session requests during leave.

Need Help?

If you're unsure about your availability settings or need assistance submitting your request, please contact counselors@bettermynd.com or your assigned BetterMynd Admin.

Summary Checklist

âś… Submit Time Off/LOA Form

âś… Block off corresponding time in your BetterMynd calendar

âś… Confirm dashboard shows your extended leave status

âś… Resume regular availability after your return