Set up your clinic to take bookings

Before you can book an appointment, your clinic needs four core things: a resource to book (a doctor, nurse, room, or equipment), working hours for that resource, a procedure template (a description of what you're booking for), and a client to book the appointment for.

This guide walks through each of these in order. As you set them up, the "Set up booking" panel in the booking wizard will check them off and tell you what's still missing.

1. Add a resource to book

Open Core → Resources and create your first resource:

1. If you haven't already, pick a branch from the sidebar — every resource belongs to one branch.

2. Click Add resource and choose a kind:

   • Doctor — a physician
   • Staff — a nurse, technician, anesthetist, interpreter, or chaperone
   • Room — a consultation room or operating theatre
   • Equipment — a medical device or other schedulable equipment

3. Fill in the form. Every resource needs a name (e.g., "Dr. Adel" or "Surgery Room 1") and a concurrency limit (how many appointments it can hold at once — usually 1).

4. If you're adding a Doctor or Staff member, you must link them to a team member in your organization. This connects the bookable resource to the real person who will see the appointment.

Once you've created your first resource, the "Set up booking" panel will move to the next step.

2. Set working hours

Now that your resource exists, you need to tell the system when it's available for bookings.

Go back to Core → Resources and find the resource you just created. Click on it to open its detail view, then use the Schedule section to add recurring working hours:

1. Click Add working hours.
2. Pick the days of the week the resource works (e.g., Monday–Friday).
3. Set the start and end times for each day (e.g., 9am–5pm).
4. If the resource takes a break (e.g., lunch from 1pm–2pm), add a separate time slot for the afternoon (e.g., 2pm–5pm) and add a second "Break" or "Lunch" schedule line.

The booking engine uses these schedules to find available slots. A resource with no working hours is never offered as an option, even if everything else is set up.

Once you've added working hours, the panel moves to the next step.

3. Add a procedure

Now you need to describe what you're booking for.

Open Core → Procedure templates and create your first procedure template:

1. Click Add procedure.
2. Give it a name (e.g., "General Consultation", "Surgery", "Checkup").
3. Set the duration the procedure takes (e.g., 30 minutes, 1 hour).
4. Click Create.

Once you've created a procedure template, the panel moves to the next step.

4. Say what the procedure needs

Each procedure template needs to declare which resources it requires. For example, a "General Consultation" might need a Doctor and a Room, while a "Dental Cleaning" might need a Dentist (Doctor specializing in dentistry) and a Dental Chair (Equipment).

Open your procedure template and add requirements:

1. Click Add requirement.
2. Choose the resource kind (Doctor, Staff, Room, or Equipment).
3. If the kind is Doctor or Staff, you can optionally add attributes to narrow which ones match — for example, "specialty: Cardiology" to match only cardiologists, or "languages: Spanish" for staff who speak Spanish.
4. Set the primary role checkbox if this is the main resource for the procedure (e.g., the Doctor is usually primary for a consultation).
5. Click Add.

Repeat for each role the procedure needs. If a procedure has no requirements, the booking engine has no way to match a booking to resources, so it cannot offer any slots.

Once your procedure has at least one requirement, the panel checks the next step.

5. Match the procedure to your resources

The booking engine now checks: "Can we actually fill all the roles this procedure asks for?"

For example, if your procedure requires a "Cardiologist" and you have a doctor named "Dr. Ahmed" who is a General Practitioner, there's a mismatch — the procedure will never be bookable because no available resource matches the requirement.

To fix this:

• Option A: Edit the procedure and relax the requirement. Remove the "specialty: Cardiology" filter if you don't actually need a specialist.
• Option B: Add a resource that matches the requirement. Hire or link a cardiologist doctor, then edit their profile to add the "Cardiology" specialty.

The "Set up booking" panel will tell you exactly what role is missing and which procedure has the problem, so you can make the right fix.

Once all your procedure requirements can be filled by your resources, you're almost ready.

6. Add a client

The last required step is to add at least one client (person) to book an appointment for:

1. Go to Clients.
2. Click Add client.
3. Fill in their name, phone, email, and any other fields your clinic requires.
4. Click Create.

Once you've added a client, your clinic is ready to book.

Optional: Set up booking shifts

Booking shifts are only needed if you use walk-in token queues — that is, if clients can show up and be assigned a time slot on the spot, rather than booking a fixed appointment in advance.

If you do use walk-in queues:

1. Open Appointments → Booking Shifts.
2. Click Add shift and set the start and end time for the shift.
3. Click Create.

Appointments booked into shifts are different from appointments booked into fixed time slots — they're a separate booking mode. If your clinic only takes fixed appointments, you can skip this step entirely and your clinic will still be fully ready to book.

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Once all the required steps are complete, the "Set up booking" panel disappears — the booking wizard itself is always usable, even before setup is finished, so you can keep working through it top-down at any point. You're ready to book your first appointment!