Navigate to the Account page and select Appointments from the left toolbar. The Appointments page has five tabs: Appointment types, Appointment rules, Appointment exceptions, Settings and Resources. Resources is where team admins and sole practitioners add the rooms, beds and equipment that appointment types can require.

You will be automatically directed to the Appointment types tab, where you can see your existing appointment types with their price and whether they show in your booking portal.

To create a new appointment type, click New appointment type.

Standard Appointment

Telehealth Lite

Telehealth Pro

Class

Class Block

Zoom (if integrated)

Google Meet (if integrated)

Teams (if integrated)

Duration: Set the time length for the appointment.

Lead time: Define the buffer period between the client booking the appointment and the first available slot (optional).

Appointment gap: Add time after the appointment for tasks like cleaning, writing notes, or taking a break (optional).

Required resources: Select any rooms, beds or equipment a booking of this type must reserve. Each resource you select reserves one unit for every booking of this type, and when all units are in use the time is blocked for the whole team. This field appears only once you have added at least one resource under Account, then Appointments, then Resources. See Setting up appointment resources.

Price: Enter the fee for this type of appointment. This is what clients pay, in full or as a deposit, when they book online.

Tax rate: Choose a tax rate if one applies to portal bookings. Leave it as No Tax if not.

Preferred template: Choose the treatment note or form template you normally use for this kind of appointment (optional).

Add a Description to help clients understand what the appointment entails when booking online. This field is required.

Choose a Colour for the appointment to easily distinguish between types on the diary page.

To set up appointment types for one colleague, choose their name in the Editing for dropdown at the top of the Appointments page, then create the appointment type as normal.

To share one appointment type with several colleagues, switch on Set as global appointment type? on the Basic details tab.

In the Practitioners field that appears, choose the team members who can perform this appointment type. Only the practitioners you choose are available for booking.

Once saved, a global appointment type shows an orange globe icon in your list, marking it as a team-wide appointment type.

Navigate to the Payment tab.

Refundable payment?: Decide whether a cancelled appointment is refundable by selecting or deselecting the refundable option. Clients can cancel appointments using the link provided in their confirmation email, unless you have set a cancellation restriction in Settings, in which case the link shows a notice asking them to contact you once the appointment is too close to start. Refund tiers with less notice than the cancellation restriction will never apply to a cancellation made through the portal, because the cancellation is blocked first. See Restricting late cancellations and reschedules.

Require a deposit?: Leave this switched off and clients pay the full price when they book. Switch it on and enter a Deposit amount to take a deposit instead. If you do not want to take any payment at booking, switch it on and enter 0.

Navigate to the Portal tab. Display in Booking Portal? is switched on by default, so clients can book this appointment type online. If you do not want clients to book this type of appointment themselves, switch it off.

If you have connected Google or Microsoft 365 you have the option of synchronising your appointments with a connected calendar. Open the Connected Calendars tab.

You can also deconflict appointment availability from existing events within the connected calendar.

Watch the connected calendars video for a walkthrough.

You can assign a specific customised Email Template to be sent with an Appointment Type. Open the Email Templates tab. Choose a Meeting Type on the Basic details tab first, as the editor stays locked until you do.

Until you make changes, the tab shows your global customised template. Edit it to create a custom template for this appointment type.

Here you can customise both Confirmation and Reminder emails, and use Merge Tags where necessary. Available Merge tags include a cancellation link, a reschedule link and various other information regarding booking information and therapist and client details. Click a merge tag to copy it, then paste it into the email.

Use Preview or Test Email to check the email before clients receive it.

Once you have configured the appointment type, click Save Changes. The appointment type will appear in your list of appointment types.

You can repeat this process to create as many appointment types as needed. All of your custom appointment types will be visible in the Diary when scheduling clients.

Open the Settings tab on the Appointments page (it is listed as Portal Settings in the Account menu). As well as confirmation items, the General Settings section holds your cancellation refund policy and the Late change restrictions section, where you set how close to an appointment clients may still cancel or reschedule through the booking portal. See Restricting late cancellations and reschedules.

Enter Confirmation Items as needed - confirmation items are mandatory checkboxes on booking forms, which users must check before submitting their bookings. For example, 'I confirm that I have read and agree to the Privacy Policy'.

Click Update General Settings to save.

Book a test appointment to check your new appointment type. The full steps are in Booking Client Appointments.

Setting up appointment resources

Restricting late cancellations and reschedules

Setting Up and Using Global Appointment Types

Setting up Clinic Appointments for Your Team

Setting up Appointment Hours (Booking and Exceptions)

Booking Client Appointments

Setting Up and Using the New Billing System