Introduction to Online Booking
Getting Started with Online Booking
What is Online Booking? Online booking allows your clients to book directly into your diary 24*7. The benefits to you are: you don't have to spend time on the phone taking bookings its significantly easier for your clients to make bookings and in most cases results in an increase in fee income. In all but a few situations Online Booking makes sense from your perspective and in most situations it will be exactly what your clients want. Before you get started with Online BookingPopularHow do I access the admin area of Online Booking?
The URL of your admin area is: http://yourURL.selectandbook.com/admin where "yourURL" is the same URL prefix that you use to access WriteUpp. For example, if you access WriteUpp via https://abc123.writeupp.com, you will access your Online Booking admin area at: https://abc123.selectandbook.com/admin Alternatively, just log into WriteUpp, open the main menu and go to Integrations & Add Ons. Find Online Booking and click on Configure. You will then be taken straight into thePopularGuide to Online Booking [Video]
We've created a few videos to help guide you through the steps involved in setting up Online Booking to allow your patients to seamlessly book appointments online directly into your WriteUpp diary. The first looks at how to configure WriteUpp for Online Booking: The second takes you through the settings and the options available to allow you to customise online booking for your practice: And tSome readersHow do I turn on/off Online Booking?
Log into the Online Booking Admin Area Move the Online Booking switch to the right (so that it goes green) to turn on Online Booking and move it to the left (so that it goes red) to turn off Online Booking If you turn "on" Online Booking your clients will iSome readersHow do I enable Online Booking as a subscriber?
Open the Main Menu and go to Integrations & Add Ons Find the online booking section and click on Add To Subscription Click on Update Subscription and follow the steps to confirm the change via either direct debit or PayPal Once online booking has been added to your subscription, you can open the online booking admin area to begin configuring your settings.Few readers
Main Info Settings
How do I take pre-payments via Online Booking?
Online booking contains a setting which allows you to request pre-payment at the time of booking an appointment, either for all of the treatment types you offer online or for certain ones. If payment is required, clients won't be able to confirm an appointment without first making payment, a great way to reduce the risk of DNA's resulting from online bookings and improve your cash flow. In addition to the booking being added to your diary, an invoice relating to the appointment will also be crSome readersHow do I specify an offset period for Online Booking?
By this we mean the period between now and when you are prepared to accept Online Bookings. We provide this feature because you may not want clients booking into your diary for the next available slot if that is say 30 mins from now. Most people want some amount of warning if a client is going to book in so we provide an offset mechanism in the Admin Area of Online Booking. To specify an offset: Login to the Online Booking Admin Area (https://help.writeupp.com/en/article/how-do-i-access-tSome readersHow do I turn on/off SMS/Email verification in Online Booking?
To help prevent DNA's (Did Not Attend) and to match new bookings with existing client records, our online booking engine includes a verification mechanism. Using this mechanism (which is turned on by default), users are sent a text message with a verification code that they have to enter to confirm their identity and complete the booking process. We believe this provides you with excellent protection against DNA's and minimises the possibility of duplicate records being created when/if clientsFew readersHow do I set up email notifications of an online booking?
When a client books online, you can set up email notifications to go to both the user who the appointment has been booked with, and selected others who might need to know about it. To set up email notifications of an online booking: Log into the Online Booking Admin Area Click on settings in the top menu or manage settings via the quick navigation panel: (https://storageFew readersHow do you change the default country code in Online Booking?
This is the country code that appears in the text verification field in Online Booking: The default code is pulled through into online booking from WriteUpp but if you need to, you can change the default code within Online Booking as follows: Login to the Online Booking Admin AreaFew readersLimiting how far in advance a client can book online
When accepting bookings from your clients, you have the option to limit how far in advance a client can book online. You'll find a setting in the online booking admin area under Settings called Limit for Bookings: Using the dropdown, you'll be able to set the following limit toFew readers
Layout Settings
How do I link back to my website at the end of the booking process?
To link back to your website after a booking is complete: Log into the Online Booking Admin Area Make sure your website URL is included in the Practice Website Address field under Settings -Main Info Then go to Settings -Layout Settings and check the switch shown below: (https://storage.crisp.chat/users/helpdesk/website/2e9299e4d7a29000/090e924d-Some readersHow do I control price visibility in online booking?
Depending on your circumstances you might want some flexibility about the way price information is displayed in online booking. To change price visibility follow the steps below: Login to the Online Booking Admin Area Click on Settings in the top menu and then choose layout settings:Few readersHow do I modify the layout of online booking?
There are a number of ways that you can modify the layout of your Online Booking site. These include: Show/hide the site header, which include your logo & contact details Show/hide appointment types/treatment menu in the site header Show/hide users/clinicians menu in the site header Show/hide "More Info" links when availability is presented Show/hide website footer To modify the layout: Login to your Online Booking Admin Area (https://help.writeupp.com/en/article/how-do-i-accessFew readersHow do I hide pricing information on Online Booking?
If the pricing for your treatments are not fixed i.e different prices for different locations/clinicians, you may wish to hide your pricing information on your Online Booking page. To do this: Go to the Online Booking Admin Area Select Settings -Layout Settings: (https://storage.crisp.chat/users/helpdesk/website/5ef42dd02aa9ec00/a21d8342-fb06-4190-b59f-3c95c8d4bcmp.pFew readers
Treatment Types
How do I specify which appointment types are available in Online Booking?
To specify which appointment types are available in online booking, follow the steps below: Go to Main Menu, click Integrations & Add Ons and select Configure in the Online Booking option From the Online Booking dashboard click Treatments Click on the appointment type you'd like to make visible The display name must be a maximum of 50 characters and there must be an appointment description entered Switch the toggle under Treatment Visibility calSome readersHow do I enter information about my treatments?
To edit your treatment's information: Login to the Online Booking Admin Area Click on "Treatments" in the blue menu bar at the top of the page You will notice that all the information that you have previously entered into WriteUpp about treatments has already been pulled through into Online Booking. From here you can supplement this information with extra content to enhance your onlineSome readersMy appointment types are showing incorrectly in online booking, how can I change this?
When configuring online booking, you might notice that the appointment types that appear are different to the appointment types you have set up in WriteUpp. This can occur if you have modified your appointment names within WriteUpp in Settings -Scheduling -Appointment Types. Any changes made to appointment types in WriteUpp are not pulled through into Online Booking. If you change the name of an appointment within WriteUpp, you will also have to manually change the name withFew readers
Users and Locations
How do I enter information about my locations?
To enter or edit information on a location: Login to the Online Booking Admin Area Click on "Locations" in the blue menu bar at the top of the page You will notice that all the information that you have previously entered into WriteUpp about locations has already been pulled through into Online Booking. From here you can supplement this information with extra content to enhance your onFew readersHow do I enter information about me or my team?
To edit a users information: Login to the Online Booking Admin area Click on the Users menu in the blue menu bar at the top of the page. You will notice that all the information that you have previously entered into WriteUpp about your team/users has already been pulled through into Online Booking. From here you can supplement this information with extra content to enhance your onlineFew readersHow do I make a user visible on Online Booking?
To make a user visible on online booking simply follow the steps below: Login to the Online Booking Admin Area Click "users" from the top menu Click on the user which you'd like to make visible In the "main info" section toggle "User visibility" to green Click "save & publish" at the bottom of the page (https://storage.crisp.chat/users/helpdesk/website/e8236077c0c91800/d4Few readers
Timetabling
Guide to the Timetable
Setting up the Timetable If you have enabled Multiple Locations (in Settings -Organisation) you can set up a Timetable for each user that specifies exactly what Location they are working in and when. To do this, click on the main menu at the top left corner of the screen and select Timetable under Settings & Tools: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2022-08-31-at-944PopularHow do I block out admin time after online booking appointments?
To enable time to be blocked out after an appointment has been made, you can add a "buffer time" to your appointment set up. This will extend the length of the appointment as it's booked into your diary, but still display the correct treatment time to your patients. You can read about how to add buffer time to your appointments here: Adding buffer time between appointments. If you would prefer that gapsFew readersHow do I block out one-off time in online booking?
Your availability in Online Booking is a function of the availability in your WriteUpp diary (and your timetable if you have multiple locations). If you want to make some specific time unavailable to patients as a one-off (i.e. for holidays, staff unavailability or meetings), simply book a Non-Patient Appointment in your Diary. This will block out this time and will not return it as available in Online Booking.Few readersHow do I change what days are available in online booking?
You can choose which days are available via online booking for each of your users: Log into the Online Booking Admin Area Click on "Users" in the top menu or via the Quick Navigation: Select the user whose availability you want to change Scroll down thFew readers
Marketing Settings
Adding information to landing online booking page
For those of you that use online booking, you might like to add information to your online booking site. You can do this in one of two places on your online booking homepage, which is a nice visible spot for any information to sit: In the Welcome Text at the top of the page Using one of the two optional promotion boxes at the foot of the page Or, you could also add information to the information displayed against each of your available types, if for example they'll be held as a videPopularHow do I add promotions to my Online Booking homepage?
You can add up to two optional promotion boxes to online booking: Login to the Online Booking Admin Area Click on "Marketing" in the blue menu bar at the top of the page This will take you through to the Marketing page where you can set up two promotioSome readersHow do I change the welcome heading and text on the homepage of online booking?
If you have turned on text/email validation or pre-payment you may wish to let your users know on the homepage of the online booking screen. There are two sections that customisable on the homepage (as well as the promo boxes). These are shown below: You can edit this text by following the steps below: Login to the Online Booking Admin Area (https://help.writeupp.com/en/artFew readersUsing the promotions box to notify clients (in advance) of planned maintenance
To edit promotion content Login to the Online Booking Admin Area Click on "Marketing" in the blue menu bar at the top of the page This will take you through to the Marketing page where you can set up two promotions boxes that will appear on the homepagFew readers
Using Online Booking as the Client
What will my clients see when they use Online Booking?
Once you have configured Online Booking, your clients will be able to: Check and book availability Find out more about your practice Find out more about your treatments Find out more about your team Find out more about promotions that you may be running This article will show you how Online Booking appears and functions from the point of view of your clients. Your online booking URL Your online booking URL takes the first half of your WriteUpp URL, but replaces ".wrPopularHow do my clients access Online Booking?
Your clients will be able to access online booking through your online booking URL. Your online booking URL takes the first half of your WriteUpp URL, but replaces ".writeupp.com" with ".selectandbook.com". For example, if your WriteUpp URL is "https://yourdomain.writeupp.com", your online booking URL will be "https://yourdomain.selectandbook.com/". You can link to this is a number of ways: Website: You can place a link to this URL on your website to allow patients to access online booSome readersHow do my clients cancel or rearrange their online booking appointment?
Unfortunately, it isn't possible for your clients to cancel or change an appointment they've made via Online Booking. You should include in your communications a phone number or email address which they should contact in the event of them needing to amend their booking.Few readersHow do my clients see Appointment Types & Team information on mobile?
To make best use of the smaller screen size on mobiles, the Online Booking interface is responsive. Essentially this means that the content is presented in a slightly different way to make it easier to use on a mobile. The menu at the top of the desktop version of Online Booking becomes a "burger menu" (three horizontal lines at the top right of the screen) when viewed on a mobile device: (https://storage.crisp.chat/users/helpdesk/website/3c2334619ba9f600/6e08d75c-45f3-4284-a866-f6acea8lFew readers
Online Booking FAQs
Can I embed online booking in my website using an iFrame?
No. Here's why: WriteUpp and Online Booking have a host of security measures that rely heavily upon cookies. Most browsers have tightened up their security/fraud detection capabilities, most notably Safari. As a result, most browsers (and specifically Safari) now only permit cookies in the parent site (i.e. yourwebsiteURL.com) and block them in an embedded iFrame, which is effectively treated as a separate site. So, if you embed our online booking site in your website (using an iFrame for exFew readersMy appointment prices in online booking are different, what do I need to change?
If your appointment prices in online booking are different to the prices you have set within Settings -Scheduling, you probably have a VAT rate set in WriteUpp which is being pulled into online booking. It's an easy fix though, if you don't charge any VAT you just need to change the VAT rate to 0% within Settings -Invoice. To do this: Go to Main Menu -Settings and chose the Invoice tab: (https://storage.crisp.chat/users/helpdesk/website/6b6154e844282000/0b189956-94Few readersCan I change the look of my online booking page to fit with my brand?
Within Online Booking we provide six themes that you can apply to your online booking portal. To change your theme do the following: Login to the Online Booking Admin Area Click on Settings and then Theme Settings: You'll then be able to chooFew readersHow much does Online Booking cost?
If you subscribed or began a trial of WriteUpp on or before the 8th March 2016: No cost If you signed up for a trial after 8th March 2016: The cost of the Online Booking Add-On can be found on our pricing pageFew readersHow do I know when a client has booked through Online Booking?
When a client books online you will receive a notification. If you have unread notifications you will see a red number indicator to the left of your username: Click on your username to view your notifications: To view the details, click on the notification and you wilFew readersCan patients double-book appointments in Online Booking?
The availability that patients see in Online Booking is determined by the free time you have in your diary. If you have any existing Patient or Non-Patient Appointments in a certain slot, patients cannot book into it as long as the status associated with the appointments is set to "Does this mean the patient is attending?" = "Yes". This is intended to prevent double-bookings. If you do wish to double book patients, you can do this manually by scheduling or dragging them in your diary. If youFew readers