Making a Provider Bookable

Before a patient can book a provider, that provider needs to be set up as a Bookable Provider. There are four things to get right: activate their calendar, set their availability, choose the Services they offer, and add them as a Bookable Provider in the right Patient Groups. This article walks through each step, including a setting that's easy to miss.

🧩 The Four Steps

To make a provider bookable, you'll:

1. Activate their calendar (and set a Timezone)
2. Set their availability — the days and times they can be booked
3. Select the Services they offer
4. Add them as a Bookable Provider to the relevant Patient Groups

📅 Step 1: Activate the Calendar

Open the provider's profile under Administration → Team Members, then turn on Activate Calendar to enable Calendar and Appointments. A Timezone field sits alongside it.

Important: you must set the Timezone, or the profile won't save. If no Timezone is selected, clicking Save appears to do nothing and your changes are lost. Set the provider's timezone (for example, Sydney), then save. The Timezone can be changed later if needed.

⚙️ Self-Serve or Set Up on Their Behalf

Availability and Services can be set by the provider themselves or by a Team Member on the provider's behalf. Adding a provider as a Bookable Provider is done by a Team Member. This means your ops team can set up and update a provider without the provider needing to be involved at all.

Each step below names where to do it.

⏰ Step 2: Set Availability

Set the days and times the provider is available for bookings. These become the open slots patients see when booking an Appointment.

Set availability using the Availability/Unavailability tab on the Team Members profile, My Settings → My Availability, or Team Calendars → Booking Management → Team Availability.

The same tab also handles Unavailability for one-off blocks such as leave or meetings, separate from the regular weekly pattern.

🧾 Step 3: Select the Provider's Services

Choose the Services this provider offers, such as an Initial Consult or a Psychology Follow-up. When a patient books, they choose from the Services attached to the provider.

Set Services using the Bookable Services tab on the Team Members profile, My Settings → My Services, or Team Calendars → Booking Management → Bookable Services.

If you haven't created your Services yet, see Creating Services (Individual Appointments).

👥 Step 4: Add as a Bookable Provider to Patient Groups

Bookable Providers are set per Patient Group. Patients only see the Bookable Providers configured for their own Patient Group, so add the provider as a Bookable Provider in each Patient Group whose patients should be able to book them.

You can do this two ways:

• On the provider's profile under Administration → Team Members, use the Patient Groups (Booking) tab.
• Or open the Patient Group itself and use its Bookable Providers tab.

The same provider can be a Bookable Provider in some Patient Groups and not others, which is useful when different cohorts should see different providers.

With all four steps complete, patients in those Patient Groups can book the provider through the Patient App or Patient Web Portal.

💡 Best Practices

• Always set a Timezone when activating a calendar, or the profile won't save.
• Set up the provider's Services before adding them as a Bookable Provider, so there's something for patients to book.
• Add a provider as a Bookable Provider only to the Patient Groups whose patients should be able to book them.
• Use Unavailability for one-off time blocks, and keep regular availability for their standard working pattern.

Next step:
➡️ Open the booking flow as a patient in one of those Patient Groups to confirm the provider now appears with the right Services and available times.