Create appointment types

Appointment types are the appointments or services your clients can book with your practitioners. You can create as many appointment types as you need.

To create your Appointment types, on the main menu go to Settings and click on the sub-menu Appointments, classes & memberships and then Appointment types.

To create a new appointment type, click + Add new appointment type.

For each appointment type there are a number of settings you can customise, we'll run through them below.

Appointment title is the name for the type of appointment you are creating. It will show on the calendar and invoices. An example appointment title is Initial Physiotherapy Appointment.

Appointment category is for sorting and reporting purposes and allows you to group together similar appointment types.

Appointment description is a description of the appointment type and may show up in online bookings. It can help your clients choose the best appointment for their needs.

Appointment duration is the amount of time allocated in the calendar for the appointment type.

Multi practitioner choose 'no' if you want to limit assigning only one practitioner when booking an appointment, or 'yes' if you want to allow multiple practitioners to be assigned when booking a single appointment. For more information on multi practitioner appointments you can read up on them here.

Colour allows you to select a unique colour for this appointment. It will show up on the appointment calendar and on the Pogozo mobile app.

Track appointment notes some appointment types may require appointment notes to be written. Tracking appointment notes make it easy to identify when appointment notes haven't been finalised.

On your Pogozo dashboard there is a section for Incomplete appointment notes, which is a reminder for your practitioners to complete an appointment note for a particular appointment. Select 'yes' to track appointment notes for appointments of this type to show up on the incomplete appointment note list. Select 'no' if appointment notes are not needed, or you don't want reminders in your dashboard.

This is where you can choose all practitioners who can be booked for this appointment type. The drop down list will show all active practitioners from your team. You can also update this in the individual practitioners profile too.

Allow in online booking select 'yes' if you want this appointment to appear in the Pogozo mobile app so clients can book themselves in.

Default billing item linked to appointment this links a billing item to your appointment making it easier to when creating an invoice.

If you have more than one billing item used for an appointment you can changed at the time of invoice creation. We recommend you choose the billing item most commonly used for this appointment type.

Payment required when booking if selected Yes, this will require the client to pay at the time the booking is made. If you have a billing item linked it will automatically populate the price form the billable item, however you can change this to a lower amount. You will not be able to charge more than the billable item linked to the appointment. For payments to be charged successfully at the time of booking you will also need to be integrated with Stripe.

Default appointment note template this links an appointment note template to your appointment making it easier when creating an appointment note.

Locations available allows you to choose at which locations the appointment type is available. You can add new locations here.

You can customise how you communicate with your clients about their appointments.

Appointment booking notifications will be sent at the time the appointment is booked. You can confirm bookings via email, in-app push notifications or SMS.

Appointment reminder notifications will send 48 hours before an appointment. You can send appointment reminders via email, in-app push notifications or SMS.

Appointment cancellation notifications will send at the time of cancellation. You can send appointment cancellations via email, in-app push notifications or SMS.

Appointment DNA notifications will send when the client's status is changed to DNA on the appointment calendar. You can send DNA notifications via email, in-app push notifications or SMS.

For each notification type you can select multiple notification methods. For each method of communication you will then be required to select the communication template.

You can choose from some default templates or create your own. For more information on the templates see the how-to-guides for email, In-app push notifications and SMS.

Sometimes different appointment types have different requirements when it comes to risk and consent. You can add appointment specific waivers to individual appointment types to customise the consent given by your client to an individual appointment type. Clients will be required to accept the conditions of the waiver prior to booking in online.

Once you have completed the fields or made any changes to existing fields, don't forget to go to the bottom of the document and click the button Create new appointment type.