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Booking links

Sometimes you know what a client needs — which service, how long, and with whom — but not when they are free. A booking link hands that one decision to the client. You choose the service, the length and the provider; the client opens the link and picks a time. This page is for practice managers and staff who can edit the schedule.

Before you start

  • The practice offers at least one active service. See Services.
  • The client has an email address on file and can receive email from the practice.
  • The provider has published their availability, so there are times to choose from.

You can send a booking link from the client list, the client's chart, the calendar or the utilization report. They all open the same Send a booking link dialog.

  1. In the sidebar, open Clients. On the client's row, open the actions menu (the ⋮ button at the right-hand end of the row) and choose Invite. On a client's chart, press Invite in the title bar instead.

  2. If the dialog does not already know the client, choose one in Client — click to pick from the list, or type to filter it.

  3. Choose the Service. The Length and Provider lists fill in for that service; until you pick a service, Length says Choose a service first.
  4. Choose the Length. Each length shows its own price.
  5. Choose the Provider. Only providers who deliver the chosen service are listed.

  6. Optionally, write a Message. It appears in the email and at the top of the client's booking page.

  7. Press Send booking link. A confirmation (Send this booking link?) names the person and the address; press Send link to send it.

You see Booking link sent to [address]. You will see the session here as soon as they choose a time. On the client's chart, a Booking link sent notice shows the service, length and provider, when it was sent, whether the client has opened it, and when it expires.

Sending a new link to the same client replaces any earlier link that has not been used, so if you picked the wrong service you can simply send another.

The client says they cannot find the email

On the chart's Booking link sent notice, press Copy link to copy the same link and give it to them another way.

  1. Open the client's chart. The Booking link sent notice is shown while a link is out and unused.

  2. Press Withdraw. A confirmation (Withdraw this booking link?) explains that the client will not be able to book with it. Press Withdraw link.

You see Booking link withdrawn. It will no longer open. The notice disappears from the chart.

If something goes wrong

You see What it means What to do
Choose a client to send the link to. No client was picked Choose a client in Client.
Choose a service for the appointment. No service was picked Choose a Service.
Choose a length for the appointment. The length is missing or no longer belongs to that service Choose a Length again.
Choose who the client will be seeing. No provider was picked Choose a Provider.
[Service] is no longer offered. Choose another service. The service was switched off after the page loaded Pick a different service.
[Provider] does not offer [service]. That provider does not deliver this service Pick a provider from the list for this service.
We do not have an email address for this client. The client has no email address Add an email address to the client first.
This client cannot receive email from the practice yet. The practice cannot email this client yet Book the session yourself instead.
The booking link could not be sent. Please try again shortly. The email could not be sent Try again in a little while.
Too many booking links just now — please wait a minute. Many links were sent in a short time Wait a minute, then send again.
That link has already been used — the session is in the diary. Cancel the session instead. The client has already booked with the link Cancel the session if it should not happen.
No Invite button You cannot edit the schedule, or the practice cannot email this client Ask a practice manager.