Settings / Quick Reference

Color legend

Database	Status / value	Color	Meaning
Clients	Active	Green	Currently in regular treatment
Clients	Paused	Yellow	Taking a break, not discharged
Clients	Discharged	Gray	Treatment ended
Clients	Prospective	Blue	Inquired but not yet started
Appointments	Scheduled	Blue	Upcoming, not yet happened
Appointments	Completed	Green	Session took place
Appointments	Cancelled / No-show	Gray / Red	Did not take place
Payments	Paid	Green	Fully settled
Payments	Pending	Yellow	Not yet due or just invoiced
Payments	Overdue	Red	Past due date, needs follow-up

Client Status drives who shows up in Active Clients — keep it current, since it's what the dashboard's "Active clients" stat counts.
Session Payment Status (Paid / Pending / Invoice Sent / Waived) is per-session; the Client's Payment Status Overview rolls all of a client's session/payment statuses up automatically — you don't need to update it manually.
Appointment Status is only about whether the appointment happened, separate from whether the note got written or the invoice got paid.

Monday: Check the Dashboard — review this week's Upcoming appointments and clear any Pending Notes left from last week.
After each session: Log the session immediately in Sessions (or use the New Session form) while it's fresh, and update the appointment Status to Completed.
Midweek: Scan Payments for anything Pending or Overdue and send reminders.
Friday: Check Clients → Needs Follow-up for anyone who hasn't been seen in a while, and update Client Status for anyone pausing or discharging.
Monthly: Log any continuing education in the CE Log, and skim the Resources Library for anything worth using with current clients.