Introduction
Bravely Connect supports clinics that manage shared physical spaces by integrating with Google Calendar in a way that protects client confidentiality.
This guide walks you through setting up and managing shared room bookings — balancing visibility and privacy using Bravely’s calendar features and Google’s sharing permissions:
Key Considerations
Requires a Google Workspace account
Ensures room availability is visible, but client details are protected
Supports HIPAA-compliant scheduling practices
Works with Bravely’s calendar conflict prevention
Designed for clinics with shared physical rooms and a designated admin
Part 1. Initial Calendar Setup (Google Calendar)
To manage shared room usage securely, you’ll start by creating and configuring dedicated Google Calendars — one for pending bookings, and one for each physical room in your clinic. This section walks you through that setup, with a focus on privacy and access control.
👍🏼 We recommend setting up Google Calendars and Bravely session types using the same admin account to streamline permissions.
Step 1: Create Room Calendars
Log in to your Google Calendar (admin account)
Click ‘+’ → Create new calendar
Create:
One “Room Allocation Pending” calendar
One calendar per physical room (e.g. “Room A”, “Room B”)
Set the timezone to match your clinic’s location
Step 2: Configure Privacy Settings
🚪 Room Calendars | For each room calendar:
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⏳ Room Allocation Pending Calendar |
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Step 3: Set Sharing Permissions
🚪 Room Calendars |
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⏳ Room Allocation Pending Calendar | Same settings as above
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Part 2: Bravely Connect Integration
Once your calendars are set up in Google, you’ll connect them to Bravely to ensure appointments are scheduled without conflict and client details remain private. This section covers how to use Bravely’s advanced session type settings to do exactly that:
Step 4: Enable Custom Conflict Checking
Go to Appointments → Setup → Session Types
Open a session type that uses shared rooms
Scroll to Advanced Settings
Enable Custom Conflict Checking
Add the Room Allocation Pending calendar
This prevents double-booking during pending allocation or when all rooms are full.
Step 5: Add the Pending Calendar to Bookings
In the same Advanced Settings section:
Add Room Allocation Pending as an additional calendar
This ensures all relevant sessions are temporarily reserved in that calendar until a room is manually assigned
Part 3: Booking & Room Assignment (Bravely)
With calendars connected, Bravely enables a seamless flow for practitioners to book sessions and admins to assign rooms — all while maintaining confidentiality. Here’s how the day-to-day booking and allocation process works in practice:
Step 6: Practitioner Booking Flow
Practitioner books a session in Bravely
Event is added to Room Allocation Pending calendar
Only the booking practitioner and admins see full event details
Other staff see it as blocked time (no client info)
Step 7: Admin Room Assignment
Admin checks Room Allocation Pending calendar
Finds an available room
Moves the event to the correct room calendar
Sets event visibility to Private
Deletes the original from the Room Allocation Pending calendar
Waits for sync to complete (may take a few minutes)
Step 8: Managing Full Capacity
If no room is available, keep the booking in the Room Allocation Pending calendar
Contact the practitioner
Never include client names in calendar event titles
Use generic names like “Session” or “Booked”
Summary Example
To see how it all comes together, here’s a real-world example of the full booking and room allocation process from practitioner to admin:
Dr. Smith books a session via Bravely.
The booking appears in Room Allocation Pending — only Dr. Smith and the admin can see details.
Admin Sarah assigns the room by moving the event to Room A, marking it as Private, and deleting it from the pending calendar.
Other practitioners simply see that Room A is in use — without client names or details.
Privacy & Best Practices
To maintain confidentiality and compliance:
Set “Private” as default visibility for all calendars
Avoid using client or practitioner names in event titles
Use room numbers or session type labels
Regularly audit calendar sharing permissions
Adjust notification settings to exclude event details
Need a hand? For setup assistance or questions about privacy in shared spaces, email us at [email protected].