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Configure the booking system

Configure your clinic's system-wide booking settings — set scheduling policies, configure email and SMS notifications, customise the booking page and add public holidays.

📍 Where to find this: Booking System → Configurations

✅ What you can do

Set minimum/maximum lead time and cancellation rules
Configure client and internal email and SMS notifications
Set up the booking widget, magnetic booking and booking policy
Add and remove public holidays from the booking calendar
Choose which days and hours reminders may be sent
Send up to two booking reminders by email and SMS, each with its own timing and template

⏱️ Scheduling policy

Click Booking System → Configurations → General tab.
Set the following and click Submit:

Setting	What it does
Minimum Lead Time	How early clients can book (e.g. 1 hour before)
Maximum Lead Time	How far in advance clients can book (e.g. 365 days)
Cancellation and Modify Time	How early clients must cancel or reschedule
Show quick preview	Shows a pop-up with the details when you hover over a booking or private time in the calendar

General tab

🗓️ Reminder sending window

Stop reminders from reaching clients on days the clinic is closed, such as Saturday and Sunday, or outside your open hours.

Click Booking System → Configurations → General tab.
Scroll to Reminder sending window.
Turn on Don't send on closed days.
Under Days the clinic is closed, click each day you are closed. Selected days turn purple.
(optional) Turn on Only send within open hours to send reminders only between the start and end time set under Schedule view on the booking calendar.
Under If a reminder falls outside the window, choose what happens to a reminder due on a closed day or outside open hours:

Send it earlier, before the closed period starts
Send it when the clinic opens next
Skip it

Click Submit.

Reminder sending window

ℹ️ These rules apply to booking reminders, questionnaire and consent reminders and follow ups, by both email and SMS. At least one day must stay open.

📧 Email settings

Click Booking System → Configurations → Email Settings tab.
Turn each email on or off, choose its template and set its timing.
Click Submit.

Email settings

Client Email, sent to the client:

Setting	What it does
First reminder	How many hours before the appointment the booking reminder is sent, and its template
Add a second reminder	Sends one more booking reminder at another time. See Booking reminders by email below
Questionnaire and Letter of Consent Reminder	Reminds the client to fill in the questionnaire and consent form linked to the service they booked
Email booking confirmation	Sent when a booking is made
Email booking cancellation	Sent when a booking is cancelled
Email booking rescheduled	Sent when a booking is moved
Tentative Request	Template for a tentative booking request
Tentative reminder	Template for the reminder about a tentative booking
Follow-up email	How long after the appointment a follow up email is sent

Internal Email, sent to the practitioner:

Setting	What it does
Internal booking confirmation to practitioner email	Emails the practitioner when a client books
Internal Booking Confirmation	The email address that receives the internal booking confirmation, and its template
Internal booking cancellation to practitioner email	Emails the practitioner when a client cancels
Internal Booking Cancellation	The email address that receives the internal cancellation, and its template
Internal booking reschedule to practitioner email	Emails the practitioner when a client reschedules
Internal Booking Reschedule	The email address that receives the internal reschedule, and its template

Security:

Setting	What it does
Verify client's email address	The client confirms their email with a verification code before the booking is completed
Mandatory BankID	The client must verify with BankID before completing a booking on the portal. Only shown when BankID verification for clients is enabled in General Settings → System Settings (Sweden only)

ℹ️ Cannot see Mandatory BankID? Turn on BankID verification for clients in General Settings → System Settings first. BankID is a Swedish service and is not available to clinics outside Sweden.

⏰ Booking reminders by email

Under Client Email, set First reminder to how many hours before the appointment it is sent, and choose its template.
(optional) Turn on Add a second reminder.
Set Second reminder to a different number of hours, and choose its template. It can be the same template or another one.

Email reminders

ℹ️ The two reminders must be set to different times. Email and SMS reminders are set separately, so you can for example send an email two days ahead and an SMS on the day.

💬 SMS settings

Click Booking System → Configurations → SMS Settings tab.
Turn each SMS on or off, choose its template and set its timing.
Click Submit.

SMS settings

Client SMS, sent to the client:

Setting	What it does
SMS Reminder	How many hours before the appointment the booking reminder is sent, and its template
Add a second reminder	Sends one more SMS reminder at another time. See Booking reminders by SMS below
Questionnaire and Letter of Consent Reminder	Reminds the client to fill in the questionnaire and consent form linked to the service they booked
SMS booking confirmation	Sent right after a booking is confirmed
SMS booking cancellation	Sent when a booking is cancelled
Tentative Request	Template for a tentative booking request
Tentative reminder	Template for the reminder about a tentative booking
Follow-up SMS	How long after the appointment a follow up SMS is sent

Internal SMS, sent to the practitioner:

Setting	What it does
SMS booking confirmation	Texts the practitioner when a client books
SMS booking cancellation	Texts the practitioner when a client cancels

⏰ Booking reminders by SMS

Under Client SMS, set SMS Reminder to how many hours before the appointment it is sent, and pick a template under Select SMS reminder template.
(optional) Turn on Add a second reminder.
Set Second reminder to a different number of hours, and pick its template.

SMS reminders

⚠️ A second SMS reminder uses a second SMS credit for every booking.

ℹ️ SMS messages use credits. Check or top up your balance under General Settings → SMS/Video Credits.

🌐 Booking page settings

⚠️ Looking for the booking link for your website? It is not on this tab. Go to Booking System → Booking Page and copy the public booking link at the top of the page. This tab only holds booking page settings and the widget code.

Click Booking System → Configurations → Booking Page tab.
Configure the following and click Submit:

Setting	What it does
Magnetic Booking	Optimises the calendar to eliminate gaps — booked slots connect one after another
Booking Policy	Enter your booking policy text or URL — clients see this during booking
Booking Widget	Copy and paste this code to embed the booking function on your own website

Booking Page

🎉 Holidays

Click Booking System → Configurations → Holidays tab.
Click Add Holidays.
Select Global Religious Holidays or Country Holidays from the list.
(optional) Search for specific holidays.
Click Submit — holidays appear in the booking calendar.
To remove a holiday, click Add Holidays, deselect the holiday and click Submit.

Add Holidays

💡 To manage notification templates, see SMS templates for SMS and Email templates for email.

Updated on: 08/10/2026

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