How to Sync Your Headway Calendar with a Central Calendar (ClinikEHR Step-by-Step)

If you see clients through Headway but also keep your own schedule somewhere else, you've probably felt the pain of two calendars that don't talk to each other. The fix is to pull your Headway appointments into one central calendar so you can see everything in one place and never get double-booked. This beginner-friendly tutorial shows you exactly how, step by step.

Our recommended central calendar is ClinikEHR — an All in One, AI-powered platform that imports your Headway calendar with a simple link. Here's why we recommend it:

• One-click iCal import: Paste your Headway link and your sessions appear automatically.
• Blocks double-booking: Headway times can block your ClinikEHR availability.
• Auto-sync: New and changed Headway events keep flowing in on a schedule you choose.
• Your own booking page: Let new clients self-book around your real availability.
• Free to start: Your first clients are free forever — no credit card needed.

Quick Answer

Headway lets you export your calendar as an iCal (.ics) link from your provider portal (called Sigmund). To sync it: in Headway, go to Settings → Calendar, scroll to "Export Sigmund Calendar," click Generate, and copy the link. Then in ClinikEHR, open Settings → Calendar Subscriptions, click "Add calendar," paste the link, hit "Test connection," and click "Connect & import." Set the feed to "Blocks booking" so Headway sessions block those times on your ClinikEHR calendar and booking page. The sync is one-way and read-only — ClinikEHR only reads your Headway calendar and never changes it.

Note: Steps reflect Headway's "Export Sigmund Calendar" feature and ClinikEHR's calendar subscription settings at the time of writing; menus can change, so confirm in each app. This guide is educational and not affiliated with Headway. For background on the format, see the open iCalendar standard.

What "Syncing" Actually Means Here

Before the steps, one important point in plain language:

• iCal (.ics) is a universal calendar link. Almost every calendar app can publish one and read one.
• This sync is one-way (read-only). Headway gives you a link; ClinikEHR reads it. Your Headway sessions show up in ClinikEHR, but ClinikEHR never writes anything back to Headway. That's safe and exactly what you want for a central view.
• The link is private. Treat your Headway calendar link like a password — anyone with it can see your schedule.

For the bigger picture of juggling several platforms, see our guide on how to avoid double-booking across Headway, Alma & Grow.

Part 1: Export Your Headway Calendar (Get the iCal Link)

Headway's provider portal is called Sigmund. Here's how to get your export link:

1. Log in to your Headway provider account and open Sigmund.
2. Go to Settings, then open the Calendar tab.
3. Scroll to the bottom to the section titled "Export Sigmund Calendar."
4. Click Generate. Headway creates a unique calendar (iCal/.ics) URL for you.
5. Click the Copy icon to copy that link to your clipboard.

That link contains your Headway appointments and openings. Keep the tab open or paste the link somewhere safe for the next part — and remember, treat it like a password.

Part 2: Import the iCal Link into ClinikEHR (Step by Step)

Now bring that link into ClinikEHR. This takes about two minutes.

1. Open ClinikEHR Settings. Find the card titled "Calendar Subscriptions (read-only)." It's built exactly for this — it even lists Headway, Alma, Rula, and Grow Therapy as examples.
2. Click "Add calendar." A panel titled "Connect a calendar" slides open.
3. Paste your Headway link into the Calendar URL field. (It must start with https:// or webcal://, which Headway's link does.)
4. Click "Test connection." ClinikEHR previews the calendar — you'll see its name and how many upcoming events it found, so you know the link works before saving. (Note: all-day events are skipped; recurring sessions are supported.)
5. Give it a Display name, like "Headway – Dr. Smith," so it's easy to recognize.
6. (Optional) Assign it to a staff member if you run a group practice and the calendar belongs to one provider.
7. Choose the Default venue — In person or Online — for how these sessions should appear.
8. Pick a Sync frequency. Options range from every 15 minutes to daily; hourly is a sensible default.
9. Click "Connect & import." ClinikEHR runs an initial import (a "backfill") and your Headway sessions appear on your calendar.

That's it — your Headway schedule now lives inside ClinikEHR, refreshing automatically on the schedule you chose. You can press "Sync now" any time to pull the latest immediately.

Part 3: Make It Block Double-Booking

Importing your calendar is great, but the real magic is making those Headway times unavailable everywhere else. ClinikEHR gives each connected calendar a simple toggle:

• "Blocks booking" — Headway sessions block that provider's availability, so you (and your booking page) can't take another appointment at the same time. Choose this to prevent double-booking.
• "Info only" — Headway sessions just show on the calendar for reference but don't block anything.

Tap the toggle on your Headway feed to "Blocks booking." Now a 3 p.m. Headway session automatically closes that 3 p.m. slot on your ClinikEHR calendar and your public booking page.

A few more helpful controls on each feed:

• Auto-sync switch to pause or resume syncing.
• Sync status badges (Active, Pending, Error). If a link fails repeatedly, ClinikEHR auto-pauses it so bad data never syncs — just fix the link and re-enable.
• Reveal/Copy, Edit, and Remove options to manage the connection later.

Your Headway link is stored encrypted and treated as a credential. Imported events aren't tied to a patient record automatically — if one represents a clinical encounter, open it on the calendar to link it. Learn more in our EHR calendar integration guide.

Part 4: Run Everything from Your ClinikEHR Booking Page

Once Headway flows into ClinikEHR, you can manage your entire practice from one place — including new clients who don't come through Headway.

• Your own booking page. ClinikEHR gives you a customizable online booking page. Because your Headway feed blocks those times, the page only ever offers slots you're genuinely free — no clashes. (See best booking pages for private practice.)
• Two-way Google & Outlook sync. Connect your personal Google or Outlook calendar for true two-way sync, so life events block work time and vice versa.
• Automatic reminders. Email and text reminders go out before every appointment to cut no-shows.
• One schedule, everywhere. Headway sessions, direct bookings, and personal events all appear together, so you check one calendar instead of three.

This is how therapists graduate from "juggling platforms" to running a real, independent practice. If that's your goal, read Headway, Alma, Grow — do you need your own EHR? and how to get your first 20 therapy clients.

Product Insight: Why ClinikEHR Is the Best Central Calendar

ClinikEHR isn't just a place to view your Headway calendar — it's a complete home base for your practice:

• iCal Import: Bring in Headway, Alma, Rula, Grow, Google, Outlook, or Apple calendars with a link.
• Booking Protection: Imported feeds can block availability so double-booking simply can't happen.
• Two-Way Google & Outlook Sync: Keep personal and work calendars in agreement.
• Your Own Booking Page: Let new clients self-book around your true availability.
• Automated Reminders & AI Notes: Fewer no-shows, and clinical notes written in seconds.
• HIPAA Compliant: Your data is encrypted and protected from day one.

Pricing: Free for your first clients, with affordable plans as you grow. See the appointment system features, our pricing page, or explore all features. New to your own software? Start with our guide to free EHR for private practice.

Frequently Asked Questions (FAQs)

1. Where do I find my Headway calendar export link?

In your Headway provider portal (Sigmund), go to Settings → Calendar, scroll to "Export Sigmund Calendar," click Generate, then click the Copy icon. That gives you the iCal (.ics) link you'll paste into ClinikEHR.

2. Is syncing my Headway calendar safe?

Yes. The sync is one-way and read-only — ClinikEHR only reads your Headway calendar and never writes back to it. ClinikEHR stores the link encrypted and treats it like a password. Just don't share the link, since anyone with it can view your schedule.

3. Will this stop me from being double-booked?

Yes, if you set the imported Headway feed to "Blocks booking." Then any Headway session automatically blocks that time on your ClinikEHR calendar and booking page, so you can't take a second appointment in the same slot.

4. How often does the calendar update?

You choose, from every 15 minutes up to once daily (hourly is a good default). New and changed Headway events sync in automatically, and you can press "Sync now" any time for an instant refresh.

5. Do my Headway clients' details import too?

Imported events appear as calendar entries but are not linked to a patient record automatically. If an event is a clinical encounter you want to track, open it on the ClinikEHR calendar and link it. Keep patient details inside the HIPAA-compliant EHR, not in public calendars.

6. Can I manage new clients in ClinikEHR too, not just Headway ones?

Absolutely. ClinikEHR gives you your own booking page and full scheduling, billing, notes, and telehealth. Because your Headway feed blocks those times, your booking page only offers slots you're truly free — so you can grow an independent caseload alongside Headway without clashes.

Conclusion

Syncing your Headway calendar into a central calendar is one of the simplest, highest-value things you can do for your schedule. Export the iCal link from Headway's Sigmund portal, import it into ClinikEHR, set it to "Blocks booking," and you'll never be double-booked across calendars again.

Key takeaways:

• Get your link in Headway: Settings → Calendar → "Export Sigmund Calendar" → Generate → Copy
• In ClinikEHR: Calendar Subscriptions → Add calendar → paste → Test connection → Connect & import
• Set the feed to "Blocks booking" to prevent double-booking
• The sync is one-way and read-only — safe, automatic, and encrypted
• Run new clients through your ClinikEHR booking page around your real availability

See AI in action first with our Free Clinical Notes AI Generator — professional notes instantly, no signup, no credit card.

Ready for one calendar that does it all? Try ClinikEHR free for your first clients, explore our pricing, or book a free demo.

Disclaimer: This guide is educational and not affiliated with or endorsed by Headway. Third-party app names are used only to describe the integration. Menus and features in both apps may change over time — confirm current steps in each platform. Calendar syncing copies appointment information between systems; keep all calendars secure in line with HIPAA. ClinikEHR and its authors shall not be held liable for any decisions made based on the information provided herein.

Related Articles

• How to Sync Your Alma Calendar with a Central Calendar
• How to Sync Your Grow Therapy Calendar with a Central Calendar
• How to Sync Your Rula Calendar with a Central Calendar
• How to Avoid Double-Booking Across Headway, Alma & Grow
• EHR Calendar Integration
• How to Manage Multiple Calendars Across Platforms
• Headway vs Alma 2027: Which Is Better for Therapists?
• Headway, Alma, Grow: Do You Need Your Own EHR?
• Best Booking Pages for Private Practice 2026
• Best Scheduling Software for Multi-Provider Clinics 2027
• How to Get Your First 20 Therapy Clients in 2027
• EHR for Therapists: Complete Guide