Please read this article to learn how to set up and use the online scheduling tool for your account and clinic website.
Before you start please be aware of the following:
If you wish to use the booking of rooms & equipment in your clinic, first set this up by following the rooms & equipment manual which you can find on our support portal.
To use online booking you will need to activate SMS texts. For security reasons, online booking uses SMS texts to validate the customer's mobile number and confirm the booking.
For every booking, an SMS is sent which deducts 1 credit from the total amount, also if the patient doesn't confirm the booking at the end. An extra credit is used if the patient doesn't receive the SMS, and they request a phone call to get the confirmation code.
Calendar
Please make sure to follow the steps in the exact order as below:
Create services to show online
Name your services
Describe the service
Choose applicable treatment category the service belongs to
Setup appointment type durations for automatic scheduling
Locations setup
a) Appointments types available for booking in different locations
b) Rooms and equipmentSelect practitioners
Services, which website visitors can choose between, are shown in your online calendar.
Next, start adding your services by clicking the + button in the right upper corner. This will open the "add service" window. Name your service, for example, "Botox".
Add an explanation if you wish to describe the service to your website visitor.
Next, select the applicable category the created service belongs to and set the default appointment durations by using the drop-down lists. These durations will be used when the service is scheduled online.
When using multiple locations, choose which appointment type is available for online booking per location.
Select the applicable checkboxes per location and per appointment type, you wish to make available for online booking at that specific location.
When using multiple rooms and equipment, select which room(s) or equipment needs to be reserved for the particular service that is being booked.
Finally, select per appointment type and per location which practitioner is allowed to receive online bookings.
Settings
Once your services are set up, a few account-level settings determine how online scheduling behaves. Each is covered in more detail in its own article:
Opening availability: automatic or manual. See How to automatically open online availability and Open online availability for a practitioner (manual, one-off).
Practitioner selection: let patients choose a practitioner, assign automatically, or a mix. See Practitioner selection in online booking.
Approval method: manual, hybrid, or fully automatic. See Overview of online schedule automatic approval settings.
Two settings are only covered here:
Setup delay (hours)
It's advisable to set up a realistic minimum delay (in hours) between an online booked appointment and the time at the moment of booking. This will prevent very sudden changes to your calendar.
Setup texts to show online
Edit the texts you wish to show visitors online before starting the booking procedure and after finishing the booking procedure, in the same Online booking settings screen (menu > clinic settings > calendar > online booking settings).
Widget
Implementing (or integrating) the online calendar to your website is possible as a link, button, floating button, or frame (iframe/overlay). Generating the booking link or embed code, and choosing between these options, is covered in How do I get a direct link to the online calendar?
Important: SMS texts must be activated for your account before the "generate online booking links" button becomes visible.
If you need help implementing this on your website, contact your web developer.