Set up appointment types

Setting up appointment types

An appointment type is what gets booked — a consultation, a follow-up, a group class. Setting one up properly covers a lot of ground: how long it runs, what colour it shows as, what it bills, who can perform it, and what forms or messages go with it.

Basic details

Go to your settings and open Appointment types, then add a new one. Give it a name, a category if you're grouping similar types together, a duration, and a calendar colour so it's easy to spot at a glance.

The basic details of an appointment type, with name, category, duration, and colour.

Choose the mode and capacity

In Mode & capacity, decide whether this type runs in person, over telehealth, or as a home visit. If it should allow more than one patient at once — a class or a group session — increase the capacity here.

Setting the appointment mode and increasing capacity for a group appointment type.

Decide what it bills

In Billing, you can give the appointment type a fixed price, or link the services and products it should add to the invoice automatically, each with its own quantity and an optional discount. Services and products stack on top of a fixed price if you set both.

Linking services and products to an appointment type with quantity and discount.

Nothing linked means nothing billed If an appointment type has no fixed price and no services or products attached, ClinyPal warns you that it won't add anything to an invoice on its own.

Editing an appointment type's billing only affects appointments booked from then on. An appointment booked earlier keeps the pricing it had at the time it was booked, even if you later change the price, discount, or linked services — so past invoices are never rewritten by a later settings change.

Choose who can perform it

In Practitioners, switch on every practitioner who's able to perform this appointment type. Only those practitioners will be offered when someone books it.

Enabling practitioners for an appointment type.

Attach forms and treatment notes

You can link a treatment note template so the right note opens automatically for this appointment type, and choose which patient forms should go out with it.

Set up its messages

In Communications, choose whether email and SMS reminders go out for this appointment type, in case some types need different treatment than your clinic-wide defaults.