Managing your schedule in the Rula provider portal

This article provides an overview of the Schedule tab in the Rula provider portal, where you can access and manage your calendar, as well as set your availability for the days and times you’re open to see clients. 

Within the Schedule tab, you can take the following actions:

• Appointments
  • Create follow-up appointments (individual, couples, and family therapy)
  • Edit and reschedule initial and follow-up appointments
  • Cancel single appointments
  • Cancel recurring appointments
• Calendar blocks
  • Create, edit, and delete calendar blocks to indicate unavailable time
• Availability for new clients
  • Add and remove availability for accepting new clients (telehealth and in-person)
• Telehealth sessions 
  • Join Telehealth sessions from your calendar
  • Copy Telehealth links, in case you need to send them to the client
• Sync Calendar
  • Import external calendars
  • Export your Rula calendar

Definitions

Appointments: Confirmed, scheduled telehealth or in-person sessions with your clients. These can be single appointments or a recurring series of appointments.
- Example: You have a weekly appointment at 2:00 pm on Wednesdays with Roger Doe.

You can read more about appointment best practices here!

Calendar blocks: Dates and times when you are unavailable to see clients.
- Example: You have blocked out Monday - Friday from 1:00 to 2:00 pm because you typically take a lunch break at that time.

You can read about how to edit calendar blocks here!

Availability: The specific days, times, locations (virtual or in-person), and number of appointment slots you are available to receive new clients. Rula will automatically schedule new clients for you if you are not paused and have capacity for new clients (have not reached your weekly new client limit). If you have multiple telehealth states in Rula, note that availability is shared across all active practice states and cannot be modified by state.
- Example: You are available weekly Monday - Wednesday, 8:00 am - 12:00 pm.

You can read about availability best practices here!

Calendar view 

Below is a snapshot of an example therapist's schedule in the Rula provider portal.

Below is a breakdown of the color-coded event types that appear on a therapist's calendar:

You can customize your view on the schedule by toggling three different components depending on what you would like to see:

• Availability
• Appointments
• Cancellations
  

Calendar Tips

In-person appointments: You can read more about offering in-person appointments in this therapist help center article. 

New clients: Rula schedulers automatically book recurring visits for new clients (one initial + four follow-ups). If you do not have availability for five consecutive weeks, create a block over any time slots that you are not available. Appointments will not be scheduled over any time slots that you have blocked off.

Initial assessments: If you believe your initial assessment will last more than 60 minutes (up to 90), you must use a calendar block to reserve the additional time, as the Rula provider portal does not support 90-minute appointments.

Availability: While availability is primarily for new client appointments, your existing clients can reschedule single sessions directly from their Rula patient portal. These rescheduled sessions will use your existing availability. If you prefer that your client reschedule with you directly, tell them to contact you via email, phone, or portal messaging for schedule changes.

Additional services: For more information on the services you can provide at Rula, see: Services you can provide at Rula

Importing calendars: Importing external calendars lets you manage your availability with Rula clients more accurately and seamlessly. Learn more about how to do this here. 

Updated May 21, 2026 16:00