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Configuring Provider Booking Profile Settings

Booking Profile Settings gives your Organisation control over how clinician information is used during patient booking. You decide which fields act as booking filters patients can use to narrow their provider search, and which fields are visible on the provider's profile. This applies to booking in both the Patient App and the Patient Web Portal.

 
📍 Where to Find Booking Profile Settings

Go to:
Administration → Booking Profile Settings

Access requires the Administration permission.

The screen shows two tables — System Fields and Custom Fields — each with a Booking Filter column and a Visible on Provider Profile column. Every row has a ••• action menu where you configure that field's behaviour.

 
🧾 System Fields

Wellifiy includes a set of built-in provider fields, ready to use as booking filters or profile information:

  • Gender
  • Specialities
  • Profession
  • Days Available

The Specialities field draws from your Organisation's curated list under Administration → Portal Settings → Provider Specialties — see Managing Provider Specialties.

System fields are configured the same way as Custom Fields, using the ••• menu on their row.

 
⚙️ Creating Your Own Filters with Custom Fields

To add filters beyond the system fields, create a Custom Field on the clinician:

  1. Go to Administration → Custom Fields
  2. Click + New and create a Custom Field on the Clinician entity
  3. Choose Single Select or Multi Select as the field type, and add the options you want patients to filter by

Other field types can technically be enabled as filters too, but we recommend sticking to Single Select and Multi Select fields — defined options give patients a clean, predictable set of choices.

For example, you might create a Languages Spoken Multi Select field with options like English, Mandarin, and Arabic, or a Session Format Single Select field with In Person and Telehealth.

See Custom Fields: Overview for the full walkthrough.

 
🎯 Enabling a Booking Filter

Once the field exists:

  1. Go to Administration → Booking Profile Settings
  2. Find the field in the System Fields or Custom Fields table
  3. Click the ••• action menu on that row
  4. Select Enable Booking Filter

The row's Booking Filter column shows Enabled or Disabled so you can see each field's status at a glance. Enabled fields appear as filters patients can use when booking an appointment, narrowing the list of providers to those matching their selection.

 
👩‍⚕️ Adding Values to Your Providers

A filter is only useful once your clinicians have values recorded against it. To add them:

  1. Open the Team Member's profile (see Team Members Overview for a tour of the record)
  2. Go to their Custom Fields
  3. Enter the values that apply to that provider

The booking filter only appears to a patient if at least one provider in their Patient Group has a value recorded for that field. If no providers in the patient's group have any values for an enabled filter, the filter is hidden from that patient's booking flow. This keeps the booking experience clean — patients never see filters that can't return a result.

 
📱 Showing Fields on the Provider Profile

Independently of the booking filter setting, each field has a Visible on Provider Profile setting controlling whether patients can see it (and the provider's values) on the provider profile:

  1. In Booking Profile Settings, click the ••• action menu on the field's row
  2. Select Show on Profile

Because the two settings are independent, each field can behave differently:

  • Filterable and visible — patients can filter by it and see it on the profile (e.g. languages spoken)
  • Visible only — shown on the profile but not a filter (e.g. a practice address)
  • Hidden — back-of-house information your Organisation maintains internally, such as a registration number or an insurance renewal date. Patients never see it, and it never acts as a filter.

Next step:
➡️ Review your clinician system fields and Custom Fields, and decide which should act as booking filters, which belong on the provider profile, and which stay internal. If a provider isn't appearing in booking at all, see Making a Provider Bookable.