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Checklist complete
You’ve ticked all items for this visit.
You can email this summary and then reset for your next client or day.
Therapist Session Hub
Quick tools and checklists for trainees and therapists.
Therapist Session Hub
For Cork Counselling Clinic and Affordable Counselling trainees and therapists.
Please enter the access password to open the tools.
This is a private support hub. Please don’t share the password with clients.
Therapist name
Once you enter your name here, it will automatically appear in all tools for convenience.
🧑‍🎓
Trainee Session Checklist
Step-by-step guidance for trainee therapists using Cork Counselling Clinic / Amden Suites rooms.
Session Flow Guide
Therapist name
Time in
Finishing time
Date
0 of 0 completed 0%
On arrival at the clinic
  • Sign in / log your arrival time.
    Use the agreed Cork Counselling Clinic / Amden Suites sign-in system.
  • Confirm your room number and check the room is ready.
    Chairs, lighting, tissues, water, bin, clock visible.
  • Set room temperature / air conditioning if required.
    Comfortable but not too warm; consider client comfort.
  • Check today’s bookings.
    Confirm client names, times, and room allocation.
  • Make sure you have what you need for notes.
    Secure notebook or device, pens, placement log if needed.
For each client during the day
  • Before each session, verify the correct client and time.
    Check against the booking system, not from memory.
  • Confirm consent and contract are in place.
    If in doubt, check placement / clinic guidance before starting.
  • Pause briefly to review any risk information.
    Note any previous mentions of self-harm, suicide, safeguarding, or high risk.
  • Start the session on time and hold the frame.
    Begin and end as close to the scheduled time as possible.
  • Write brief, clear session notes after each client.
    Record essentials only; follow clinic note-taking guidelines.
  • Store notes securely before seeing the next client.
    No names on loose pages; no client data saved on personal phone.
  • Mark any sessions that need supervision follow-up.
    Risk, boundary issues, complex material, or personal impact.
Before you leave the building
  • Confirm all notes for today are completed.
    Nothing left “to do later”. Keep it same-day where possible.
  • Update bookings / attendance if required.
    Mark non-attendances or cancellations according to clinic procedure.
  • Leave the room as you would like to find it.
    Tidy chairs, remove cups and tissues, empty bin if needed.
  • Turn off lights and air conditioning if appropriate.
    Follow building guidance for out-of-hours use.
  • Follow security steps for doors and building access.
    Check you understand locking, alarms, and evening closure rules.
  • Sign out / log your departure.
    Important for health & safety, fire register, and placement records.
This checklist is a support tool for trainees.
It does not replace supervision, college guidelines, or clinic policies.
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Register a Client
Receives a new client’s basic contact details. This will open an email from your own email account.
New Client Registration
Therapist name
Client name
Client phone number
Client email address
First appointment date
First appointment time
This form helps you quickly register a new client.
Please double-check contact details before sending.
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Payment Link
This payment link will be sent three days before the client’s appointment. If the appointment is in less than three days, please use the notes section below to record any agreement or exceptions.
Payment Link Request
Therapist name
Client name
Client phone number
Notes
This tool sends a request for a payment link for your client.
Please check names and phone numbers carefully before sending.
⏱️
Session Cancelled
Use this form when a client cancels a session, so that timing and follow-up are clearly recorded.
Client Cancellation
Therapist name
Client name
Client phone number
Notice given
If less than 24 hours’ notice is given, please use the notes box below to record any arrangements or agreements.
Notes
This tool supports clear, respectful communication around cancellations and any follow-up that may be needed.
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Weekly Report
General weekly report on client work. Please give a brief overview of how your client work is going this week.
Weekly Client Work Report
Therapist name
Current number of clients
Weekly overview
Any difficulties or help needed?
Notes (optional)
This weekly report helps give a simple overview of how client work is going overall.
It can also highlight where extra support or supervision might be useful.
🧾
Client Receipt Request
Receipts are issued once a month, and clients should be made aware of this. If a client wishes to receive receipts, please provide the details below, including the dates for which receipts are needed.
Receipt Request
Therapist name
Client name
Client email address
Receipt dates
Add each session date that the client needs a receipt for. You can include as many dates as needed.
This tool lets you quickly request receipts for a client for specific dates.
Please confirm with the client that receipts are issued monthly.
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Risk / Safeguarding Alert
Use this when a client discloses suicide, self-harm, a child in danger, or another serious risk. Do not include the client’s name or identifying details here. This sends an alert and a request for a call back.
Risk / Safeguarding Alert
Therapist name
Level / type of risk
Do not include the client’s name or any identifying details in this form.
What has happened and your concerns
This alert is for call-back and support only. Full clinical details stay in your clinical notes and supervision.
Mandatory therapist follow-up:
1) After sending this alert, you must phone the Clinical Director as soon as possible.
2) If you cannot reach them, send a text message saying “Urgent support needed” and keep your phone nearby.
3) Continue to follow your college / clinic risk policy.
This alert does not replace your own duty of care, supervision, or any legal / ethical requirements.
Always follow your risk procedures and supervision arrangements.
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Support Request
Use this form to request support from the clinic or placement team, and to indicate the urgency of your request.
Support & Guidance
Therapist name
Type of support
Status of request
Please choose how quickly you feel this needs to be addressed.
Details of your request
This tool helps you quickly flag where you need support, guidance, or follow-up from the clinic or placement team.
Need help, guidance, or to flag an issue?