Help CenterBooking Guide
📅

Booking & Appointments Guide

Master appointment management and online booking

🚀 Enable Online Booking

Good news! Your booking page is automatically created when you add your first location and doctor. No additional setup required!

Prerequisites

Before patients can book online, make sure you have:

At least one location - Go to Admin → Locations
At least one doctor - Go to Admin → Doctors
Working hours configured - Set hours for each location

Your Booking URL

Your booking page will be available at:

https://yourslug.smilereachdentist.com/book

Replace "yourslug" with your actual clinic slug

Pro Tip
Add your booking link to your website, Google Business Profile, Facebook page, and Instagram bio for maximum visibility!

👤 How Patients Book Appointments

When patients visit your booking page, they go through a simple 4-step process:

1

Select Date & Time

Patients choose their preferred date and see available time slots based on your working hours and existing appointments.

2

Choose Location & Doctor

If you have multiple locations or doctors, patients can select their preferred clinic branch and dentist.

3

Provide Information

Patients enter their name, email, phone number, and reason for visit. They can also add additional notes.

4

Confirm Booking

After reviewing the details, patients submit the booking and receive an instant confirmation email.

Automatic Confirmation: Patients receive an email confirmation immediately after booking with all the appointment details.

📋 Managing Appointments

View Appointments

Navigate to Admin → Appointments to see all bookings.

Filter Options:

  • Status: Pending, Confirmed, Completed, Cancelled, No-show
  • Booking Type: Online or Walk-in
  • Date Range: Today, This Week, This Month, Custom
  • Search: Find by patient name, email, or appointment ID

Appointment Actions

✅ Complete Visit

When the patient's visit is complete:

  1. Click "Complete Visit"
  2. Enter treatment details
  3. Use AI to generate notes (optional)
  4. Add prescription if needed
  5. Set follow-up date
  6. Save the visit record

✏️ Edit Appointment

Modify appointment details:

  • • Change date and time
  • • Reassign doctor
  • • Update location
  • • Modify patient info
  • • Update notes

🔔 Change Status

Update appointment status:

  • Pending: Just booked
  • Confirmed: Verified
  • Completed: Visit done
  • Cancelled: Cancelled
  • No-show: Didn't show

❌ Cancel Appointment

Cancel when needed:

  • • Click cancel button
  • • Optionally notify patient
  • • Email sent automatically
  • • Slot becomes available

⚙️ Booking Settings

Configure appointment settings at Admin → Appointments → Settings:

Appointment Duration

Set default appointment length:

  • • 15 minutes
  • • 30 minutes (recommended)
  • • 45 minutes
  • • 60 minutes

Buffer Time

Add buffer between appointments:

  • • 0 minutes (back-to-back)
  • • 5 minutes
  • • 10 minutes
  • • 15 minutes

Advance Booking

How far ahead can patients book?

  • • 1 week
  • • 2 weeks
  • • 1 month (recommended)
  • • 3 months

Minimum Notice

Minimum time before appointment:

  • • 1 hour
  • • 2 hours
  • • 4 hours
  • • 24 hours

🔔 Email Notifications

Automatic emails are sent to patients for the following events:

Booking Confirmation

Sent immediately after a patient books an appointment

🔔

Appointment Reminder

Sent 24 hours before the appointment (coming soon)

✏️

Appointment Modified

Sent when you change appointment details

Appointment Cancelled

Sent when an appointment is cancelled

📋

Visit Summary

Sent after visit is completed with prescription details

Note: Email notifications are enabled by default on all plans. SMS notifications are available on paid plans.

💡 Best Practices

Tips for Success

  • Keep working hours updated - Patients can only book during configured working hours
  • Respond quickly to bookings - Confirm or modify appointments within a few hours
  • Promote your booking link - Add it to your website, social media, and Google Business Profile
  • Complete visit records - Document every visit for better patient care and records
  • Use AI Assistant - Generate professional clinical notes in seconds to save time