How to export your schedule from SimplePractice

Two reports answer the revenue question

A therapy practice loses revenue in a few predictable ways: a client doesn't show, a client cancels and the hour goes unfilled, or a client drifts out of care with no next session booked. To see those, you need two facts side by side: what happened to each appointment, and whether the client has anything on the calendar now.

In SimplePractice, those facts sit in two reports, both found in the Clients & Appointments area of Analytics > Reports, according to SimplePractice's support center:

• Attendance report. Columns: Client name, Clinician name (group practices only), Date of service, Location (shown when you have two or more locations) and Status. Filters: date, client, location, status and clinician.
• Client details report. Columns include Client, Client type, Clinician (group practices only), Date added, Last appointment, Next appointment, Phone number, Email and Status, plus address and insurance fields. Filters: clinician, insurance payer, client status, client type and next appointment.

Step by step: exporting from a report page

This is the quickest route for a one-off pull. Per SimplePractice's guide to exporting reports:

1. Select Analytics in the left navigation, then the Reports tab.
2. In the Clients & Appointments section, open Attendance.
3. Set the date filter. For a first look, the past 90 days is a reasonable window.
4. Use the Status filter if you only want missed or late-cancelled sessions. SimplePractice's statuses include Show, No show, Canceled, Late canceled and Clinician canceled.
5. Click Export and choose CSV or Excel.
6. Go back to Reports, open Client details, filter to active clients, and export it the same way.

Scheduled exports from the Report exports tab

SimplePractice also has a Report exports tab under Analytics, which it describes as faster and which keeps an export history. From there you can create a one-time export with + New report export, or a recurring one under Scheduled reports with + New scheduled report, choosing a frequency from daily through yearly and a file format of CSV or XLSX.

Two details matter for planning. First, SimplePractice notes that only certain reports are available on this tab so far, with more being added, so check whether Attendance appears for your account before you build a routine around it. Second, when an export is ready you get an email with a link back into SimplePractice, and the file is available only until 12 PM the next business day. A daily routine needs someone to download it before it expires.

Who in the practice can export

SimplePractice's export guide lists full export access for the Account Owner, clinicians with entire-practice or billing access, Practice Managers with financial dashboard permission, and Practice Billers. Clinicians with full client list access can export only their own data. Clinicians with basic access, Practice Schedulers and Supervisors cannot export.

That surprises some group practices, because the person who runs the calendar is often a scheduler. If your front desk needs to produce the file, an owner may need to adjust that person's role, or the owner or billing lead can own the export. Decide this deliberately; export rights are rights to move client data out of the system.

Trim the file before it leaves your hands

Mental health information carries extra sensitivity, and some services, such as substance use treatment, can carry additional legal protections. HIPAA's minimum necessary standard asks you to share only what a task needs, and filling a cancelled hour does not need a diagnosis, a note or a payer.

Before uploading, delete these columns from the Client details file:

• Address, City, State and ZIP. Not needed to offer a time.
• Primary insurance and Insurance ID. Billing data, not scheduling data.
• Email, if your outreach is by text only.
• Don't export the Client demographics report at all for this purpose; its date of birth, gender identity, race and relationship fields have no role in rebooking.
• Never paste in anything from the chart. Progress notes, comments typed when a session is marked missed, and above all psychotherapy notes must never be part of a schedule export.

Joining the two files: illustrative math

With both files open in a spreadsheet, match rows by client name. Any client whose Attendance status is No show or Late canceled, and whose Next appointment cell in Client details is blank, has fallen out of the schedule. Those clients are your list. One limit to note: the Attendance report as documented shows date of service but not a start time, so it tells you which days had gaps, not which hours.

These numbers are illustrative. A four-clinician group exports 90 days of Attendance and finds 64 sessions marked No show or Late canceled. Joining against Client details, 22 of those clients have no next appointment. Say a session is worth $130. If gentle outreach brings back half of them for one session each, that is 11 sessions and about $1,430, and for clients in weekly care, each one who resumes is worth far more over the following months.

For the clinical side of outreach in a therapy setting, including how to word messages, see our behavioral health revenue playbook. For storage and deletion habits, see keeping schedule exports secure.