Getting started

1.1 — What is Session Flow?

Session Flow is a management app for psychologists, coaches, therapists, consultants and other professionals who charge per session. It handles your schedule, tracks payments, sends WhatsApp billing messages, and keeps each client's financial history in one place.

1.2 — How do I get started?

When you open the app for the first time, you'll see a welcome screen that asks whether your times are already in a phone calendar (see 1.8). To start from scratch, tap "+" on the Today screen (or "New Client", in the Clients tab) to add your first record. You can choose between individual record, group, or event.

1.3 — Do I need to create an account?

Not to use the app: Session Flow works without an account and offline, with your data only on your device. An account (Google or Apple) is only needed if you turn on the cloud, part of the Premium plans — see section 14. For extra protection, export a backup regularly in Settings → Backup & Restore.

1.4 — Do I get 14 days free when I install?

No. When you install, you're on the free plan (up to 4 active records), with no time limit. The 14 free days come with Premium and are handled by the store (Google Play or the App Store): the trial starts when you subscribe in the app, on the Subscription screen. If you don't cancel in the store before the trial ends, the store starts charging for the subscription. See 10.4 and 10.5.

1.5 — Which languages does the app support?

Portuguese (Brazil), English, and Spanish. The app auto-detects the system language, but you can override it in Settings → Language.

1.6 — The interactive tour

Session Flow has interactive tours that show the screens and features in the real app, with an example record. It's the fastest way to learn the app.

━━ How to access ━━

• On first launch, a banner suggests the tour.
• Anytime later: the help button (?) at the top of the Today screen → "Tour", or Settings → "Redo tour". Both open the list of tours.
• Tours start on the Today screen. If it's hidden, the app asks whether you want to show it.

━━ The Full tour ━━

Four short chapters, one after the other; at the end of each, you choose to stop there or go on to the next. Each chapter is also on the list, to revisit just one: 1. Your first client: the form, field by field. 2. The Today screen: the days, the day's sessions and the gestures on the card. 3. The profile: each record's sessions, the options of a session, the bottom buttons and the tabs. 4. The other screens: Schedule, Clients, Statistics and Documents.

━━ The other tours ━━

Session card actions; Reschedule, cancel and no-shows; Charge via WhatsApp; Billing modes; Billing timing.

━━ During the tour ━━

Every balloon has "Skip" and "Next". In some steps you do the gesture yourself: press and hold the card and the real menu opens; swipe the card and the action appears without anything happening. In the others, just tap "Next" (or the highlighted element, when the balloon asks).

━━ Example client ━━

The app creates an example record named "Example Client (Tutorial)" with fictional data. It is never saved and disappears on its own when the tour ends.

━━ Replay ━━

You can replay the tours as many times as you want, from the list of tours. A tour you finish gets the completed mark; the Full tour, once all four chapters are done.

1.7 — How do I choose the currency and number format?

The app follows your phone's region: dollars in the US, pounds in the UK, euros in Ireland, reais in Brazil, pesos in Mexico and Argentina. To use another currency or format (for example "1.234,56 €" or "R$ 1.234,56"), go to Settings → Currency and format. Changing the currency doesn't convert the amounts you already entered; it only changes how they look. With the cloud, your choice applies on all your devices. Receipts and letters use the currency set in your Documents profile.

1.8 — How do I bring sessions from the phone's calendar?

If your times are already in a phone calendar — from Google, iCloud or another account on the device — the app brings the records and sessions from there. Go to Settings → Phone calendar → Import. New users see the invitation the first time they open the app. The app only reads the calendar: nothing changes in it, and nothing leaves the device.

━━ The three steps ━━

1. Check the calendars that have your sessions and choose from when they come in (today, by default). Past appointments don't come in, so nothing becomes outstanding. 2. Say what each one is: Session, Event or Don't bring. For each new record, check the name, the price, "Client since" (the first time in the calendar; it counts toward years in care, not money) and "Charge from". The meeting link (Meet, Zoom, Teams) becomes the record's room link. 3. Check the summary and choose whether the app sends reminders for the imported sessions — the calendar may already remind you. Only then tap Import.

━━ People already in the app ━━

The app compares the calendar with your records. Someone already on the same days and times is only linked to the calendar: nothing changes for them — no sessions, prices or payments. At another time, you choose "One more time slot", "The time changed" or "Leave as is". A similar name asks "Is it the same person?": the app never merges two people on its own.

━━ Later: compare with the calendar ━━

After the first import, the same place (Settings → Phone calendar) opens "Compare with the calendar": the app reads the calendar again and shows only what changed there — a session that moved or was deleted, a new time, a series that ended or left the calendar. Each change comes with "Leave as is" selected, and nothing changes in the app until you tap Apply. A paid session, or one that already happened, never changes on its own (the calendar does not know if it was a no-show): the app shows it, and you check it in the app. Anyone not yet in the app comes in through the import; "Always ignore" takes off the list what you do not want to bring. What you changed only in the app is not asked again.

━━ Details ━━

• A session deleted in the calendar comes in cancelled; one that moved, rescheduled.
• Two identical appointments on the same day and time ask whether they're just one session.
• On the iPhone, Google Calendar comes in through Settings: under Calendar, add the Google account and turn on Calendars.
• Importing works on every plan, and the plan's record limit applies as usual: the summary tells you beforehand how many fit.
• In the browser, importing and comparing are not available: it cannot read the phone's calendar.