About This Automation
Supervision and case review scheduling involves coordinating requests from clinicians, checking supervisor availability, and managing calendar conflicts across multiple participants.
Automation captures supervision requests, checks availability in real time, and books sessions directly into calendars with confirmation and compliance logging. Supervisors spend minutes instead of hours on scheduling, and no-shows trigger automatic rescheduling.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A clinician submits a supervision request via email or. The automation detects the request and extracts the requested dates, duration, and case topics.
The automation checks the supervisor's and the requesting clinician's calendar for common free slots within the requested date range.
A booking link with the available slots is sent to the clinician. The clinician selects their preferred time directly without back-and-forth emails.
Once the clinician books a slot, the automation creates a event for both the supervisor and clinician, with meeting details and Zoom link.
A confirmation email is sent with the session date, time, location, and any pre-session notes. A notification is also sent to the supervisor.
Session details are automatically logged to the Google Sheet used for compliance tracking, including clinician name, date, duration, and status.
24 hours before the session, an automated reminder is sent to both the supervisor and clinician and email.
After the scheduled session time, the automation checks if the meeting occurred. If missed, it automatically sends a reschedule request and offers new available slots.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Calendar
Google Sheets
Slack
CalendlyWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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