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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

1. Click **Booking System** → **Configurations** → **General** tab.
2. 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](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/booking-general-tab_1baszex.png =650x232)

## 🗓️ Reminder sending window

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

1. Click **Booking System** → **Configurations** → **General** tab.
2. Scroll to **Reminder sending window**.
3. Turn on **Don't send on closed days**.
4. Under **Days the clinic is closed**, click each day you are closed. Selected days turn purple.
5. *(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.
6. 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**
7. Click **Submit**.

![Reminder sending window](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/reminder-sending-window_1r53y5u.png =650x235)

|| 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

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

![Email settings](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/email-settings-full_r2qomq.png =650x1429)

**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

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

![Email reminders](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/email-reminders_1gg5pgw.png =650x207)

|| 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

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

![SMS settings](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/sms-settings-full_15k199n.png =650x995)

**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

1. 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**.
2. *(optional)* Turn on **Add a second reminder**.
3. Set **Second reminder** to a different number of hours, and pick its template.

![SMS reminders](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/sms-reminders_4336n3.png =650x219)

||| ⚠️ 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.

1. Click **Booking System** → **Configurations** → **Booking Page** tab.
2. 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](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/image_oar32a.png =650x350)

## 🎉 Holidays

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

![Add Holidays](https://storage.crisp.chat/users/helpdesk/website/-/8/c/a/c/8cac159472d82800/image_ohf45d.png =500x725)

| 💡 To manage notification templates, see [SMS templates](https://help.meridiq.com/en/article/sms-templates-pcu3g1/) for SMS and [Email templates](https://help.meridiq.com/en/article/email-templates-1m5aoic/) for email.