Set up online booking

Check your booking link, choose your notice, deposit and which treatments patients can book, then add it to your website.

  • Updated
  • 5 min read, 1 min video
  • For owners and admins

In the app:SettingsthenOnline Booking

On this page

Online booking lets patients book themselves from your website or a link, at times your team is free. Every clinic already has a booking link, so these steps check your settings, choose what patients can book and put it in front of them.

Before you start

Set up online booking in CallidusOS, 1 minCaptions availableDownload
Read the transcript

Here's how to set up online booking.

Open Settings, then Online Booking.

Your booking link is already made from your clinic name. Copy it here.

Check Online Booking Enabled is switched on.

Switch on Deposit Required to take a deposit when patients book.

Set how much notice you need. Ours is 24 hours.

New bookings come in as requests to approve, unless you turn on Auto-confirm.

Mark each treatment patients can book as Bookable.

Then click Save Changes.

In Team, check everyone who takes bookings has working hours.

To add it to your website, copy the code from Embed & Share.

Or copy the link to share in emails and on social media.

And this is what your patients see.

The full guide is in our help centre.

  1. Step 1: Open Online Booking

    Click Settings at the bottom of the left-hand menu, just above your name. On a smaller screen, scroll the menu down to find it.

    Settings opens on your profile. In the settings menu, under Patient Experience, click Online Booking.

    Tip: In a hurry? Press Ctrl+K (Cmd+K on a Mac), type "booking" and choose Online Booking.

    The lower part of the left-hand menu, with Settings highlighted just above the signed-in owner's name. (opens a larger view)
    Settings is at the bottom of the menu.
    The settings menu, with Online Booking highlighted as the first item under the Patient Experience heading. (opens a larger view)
    Online Booking, under Patient Experience.

  2. Step 2: Check your booking link

    The page opens on the Customiser tab. The Booking URL card shows your booking link, made from your clinic name when you signed up. Click Copy link to copy it.

    To change the end of the link, edit Custom URL Slug and click Save URL.

    Check this: If you change your link, the old one stops working. Update it anywhere you have already shared it, such as your website or social media profiles.

    The Booking URL card highlighted, showing the custom URL slug harbour-lane-aesthetics, the full booking link and the Copy link button. (opens a larger view)
    Your booking link, ready to copy.

  3. Step 3: Check online booking is on, and choose a deposit

    Scroll down to Booking Settings. Online Booking Enabled should be on. Switch it off to pause online booking: your link keeps working, but patients see a message that online booking is unavailable.

    To take a deposit on every online booking, switch on Deposit Required and choose Fixed amount, Percentage or Full prepayment. A deposit set on a single service takes priority over this one.

    Check this: Deposits are only taken once card payments are connected in Payment Processing in Settings. A patient is never charged a deposit bigger than the price of the treatment. See Set up payment processing.

    Booking Settings with Online Booking Enabled switched on and highlighted, and Deposit Required switched on with Fixed amount chosen and £25 entered. (opens a larger view)
    Online booking on, with a £25 deposit for the clinic.

  4. Step 4: Choose your notice and how bookings are confirmed

    Minimum Advance Booking is how many hours ahead patients must book. It starts at 24 hours; enter 0 to allow same-day bookings. Above it, Cancellation Policy Notice sets the cancellation window patients agree to when they book.

    Auto-confirm Online Bookings is off to start with, so every online booking comes in as a request for your team to approve or decline. Switch it on to confirm a booking automatically when the patient picks a named practitioner, the time is still free and any deposit is paid. Anything else still comes in as a request.

    Good to know: Requests wait in Booking Requests in the main menu, and as dashed blocks on your calendar. A request nobody answers expires after 7 days, so check them every day. See Handle a booking request.

    Tip: Under What patients see, you can hide your clinic address (useful if you see patients at home), hide your opening hours or skip the medical screening questions.

    Minimum Advance Booking set to 24 hours and highlighted, Practitioner Selection switched on, and Auto-confirm Online Bookings switched off and highlighted. (opens a larger view)
    24 hours' notice, with bookings coming in as requests.

  5. Step 5: Choose which treatments patients can book

    Scroll down to Available Services. Each treatment shows Bookable or Not bookable. Click it to switch: it saves straight away.

    This is the same setting as Available for Online Booking in a service's own panel in Services & Pricing.

    Check this: Every new service starts as Not bookable, so patients will not see it online until you switch it on. See Add a new service.

    The Available Services list, with every treatment marked Bookable except Skin Booster Treatment, whose Not bookable button is highlighted. (opens a larger view)
    Click Not bookable to make a treatment bookable.

  6. Step 6: Save your changes

    Click Save Changes at the top right of the page. A Booking settings saved successfully message confirms it. Your link and the Bookable buttons save on their own; everything else needs Save Changes.

    Tip: Click Save Changes once even if you have changed nothing. It ticks Configure online booking in your Setup Checklist.

    The top of the Online Booking page with the Customiser and Embed & Share tabs, Preview Widget, and the Save Changes button highlighted. (opens a larger view)
    Save Changes is at the top right.

  7. Step 7: Check who takes bookings, and their hours

    Patients are only offered times when a practitioner is working. In the settings menu, click Team. Everyone with a Bookable label appears as a practitioner on your booking page.

    Scroll down to Working Hours to see each person's week, and click Update Hours to change them. For a rota or one-off changes, use Shifts & Time Off in the main menu.

    Check this: A new clinic has no working hours yet, so the booking page shows no times until you add them. Your opening hours, in Clinic Details in Settings under Clinic Availability, also limit the times offered.

    The Working Hours card on the Team page, showing Amelia Hart working Monday to Friday 09:00 to 17:30 and Sophie Carter Tuesday to Saturday 10:00 to 18:00, with the Update Hours button. (opens a larger view)
    Online times come from these working hours.

  8. Step 8: Add it to your website, or share the link

    Go back to Online Booking and click the Embed & Share tab. Under Embed on website, click Copy Code and paste the code into your website where you want booking to appear. Most website builders have a block for pasting code like this.

    To share the link instead, click Share Link, then Copy Link, and add it to emails, texts and social media profiles.

    The Embed & Share tab with Embed on website open, showing the HTML snippet for the clinic and the Copy Code button highlighted. (opens a larger view)
    The code for your website, with Copy Code.

  9. Step 9: Check it as a patient

    Click Preview Widget at the top of Online Booking to open your booking page. It shows your saved settings, so save first.

    Patients choose a treatment, then a practitioner, day and time, then enter their details.

    The clinic's booking page at Select a Date & Time, with the practitioner choices highlighted (Any Practitioner, Amelia Hart, Sophie Carter), a free day highlighted in the calendar and the available times beside it. (opens a larger view)
    What patients see when they choose a time.

What happens next

  • Patients book from your link or your website. Your team is told in the app, and an email goes to your clinic's email address.
  • Unless you switched on auto-confirm, each booking waits in Booking Requests until someone approves or declines it.
  • When a booking is approved, it goes into your Calendar, the patient gets a confirmation email and any consent forms linked to the treatment are sent.
  • If a deposit applies and card payments are connected, the patient pays it as they book.

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