How to book, reschedule, cancel, or update session duration

📆 How to book a session

Follow these steps to successfully schedule a supervision session:

1. Click Book session
2. Select your Attendees
3. Choose the Date, time, and duration
4. Set the Session frequency (e.g., one-time, weekly, monthly)
5. Confirm the correct Time zone
6. Select the Location ("Remote" or "In-person")
7. Click Book session to finalize

Once booked, both you and your supervisee will receive a confirmation email with a HIPAA-compliant Zoom link and automatic email reminders

You can also join the session directly from your Motivo Dashboard up to one hour before the scheduled start time

▶️ Watch a step-by-step video on how to book a session

🔁 A note about recurring sessions

If you select a recurring session that ends by date, be sure to track that date. Once the end date passes, sessions will no longer appear on the calendar and will not continue automatically

We recommend setting a calendar reminder to rebook sessions as needed to avoid unintended gaps

🔄 How to reschedule a session

If you need to adjust the time or date of an upcoming session:

1. Go to the Sessions page on your dashboard
2. Click the Upcoming tab and select the session you want to reschedule
3. Click Edit session
4. Update the attendees, date/time, or modality
5. Click Update session to save changes

▶️ Watch a step-by-step video on how to reschedule a session

❌ How to cancel a session

If you need to cancel, please give your supervisee as much notice as possible and try to reschedule promptly

To cancel:

1. Go to the Sessions page on your dashboard
2. Click the Upcoming tab and select the session you want to cancel
3. Click Cancel session at the top
4. Choose your reason for canceling and who is unavailable
5. Click Cancel session to confirm

After canceling, be sure to follow up with your supervisee to coordinate a new time

▶️ Watch a step-by-step video on how to cancel a session

⏱️ How to adjust session duration if someone leaves early

If either the supervisor or supervisee leaves early, you’ll need to update the session to reflect the actual time spent. This ensures records are accurate and billing is aligned with the time delivered

If the supervisor leaves early:

1. Go to the Sessions page on your dashboard
2. Click the Completed tab and select the session
3. Click Edit session
4. Adjust the Duration (in 15-minute increments)
5. Click Update session, then mark attendance as usual

▶️ Watch a video on how to adjust if the supervisor ends early

If the supervisee leaves early:

1. Go to the Sessions page on your dashboard
2. Click the Completed tab and select the session
3. Mark attendance as Partially attended
4. You’ll be prompted to adjust the time (in 5-minute increments)

▶️ Watch a video on how to adjust if the supervisee ends early

🕒 Need to edit a completed session?

You can make edits to a session (such as adjusting the duration) within a day after the session ends

If more time has passed and you need help making changes, please reach out to our team at support@motivohealth.com and we’ll be happy to assist