Please Note: This guide is only relevant for Online Booking. Please contact the PPS Support team if you are unsure of which version you should be using.
This guide is for PPS Hosted or PPS Local systems that have access to online booking. If you only use PPS Express then please refer to the Setting Up Express for Online Appointment Booking guide.
To set up your PPS system to enable online booking for specific requirements you will need to add Online Settings for your Practitioners, their availability, and your Locations and Appointment Types.
You will need to make at least one Practitioner, their availability, and at least one Appointment Type available for Online Appointment Booking.
For online booking form settings please refer to the Online Booking Settings guide
Section 1 - Practitioner Online Settings
Tip: You will need to be logged into PPS as the System Administrator or a user with access to modify and access other users.
Navigate to Tools and then Set Up Practitioners and System Users.
If the user already exists in the list you can select to Modify the user or you can add a new user by following this guide.
You can then find the Online Settings for the user and can add a display name and tick the box to make the user available for Online Bookings.
The display name will be what is shown on the Online Booking page. This feature may come in handy if you need to add a little more description to your options to help guide your clients when booking via your website, especially for new clients.
Section 2 - Availability Online Settings
To make your appointment slots available for online booking you will need to go to Tools > Set Up Appointments Diaries. This guide will explain how to set up your availability. Once this is done you can set your slots to be available for your online booking clients by ticking the Online Settings box, as below.
Section 3 - Location Online Settings
Navigate to Tools > Look Up Tables > Locations.
If the locations already exist in the list you can select to Modify the location or you can add a new location by following this guide.
You can then find the Online Settings for the location and can add a display name and tick the box to make the location available for Online Bookings.
The display name will be what is shown on the Online Booking page. This feature may come in handy if you need to add a little more description to your options to help guide your clients when booking via your website, especially for new clients.
Section 4 - Appointment Type Settings
Set up your appointment types by following the steps below to allow clients to book a specific appointment online.
Navigate to Tools > Look Up Tables > Appointment Types.
If the appointment type already exists in the list you can select to Modify the appointment type or you can add a new appointment type by following this guide.
You can then find the Online Settings for the appointment type by selecting More where you can add a display name, a display order and tick the box to make the appointment type available for Online Bookings.
You will then need to add the Online Availability for the appointment type to assign it to each required practitioner and location.
The next window which pops up will be blank the first time you access it; this is where you define what is available to your clients. Click New to add new options.
In this window, you can select which locations this Appointment Type should be available for online by selecting a location from the drop-down menu. If all locations are applicable choose ‘All Locations’.
You can also select which practitioners this Appointment Type should be available for by selecting a practitioner from the drop-down menu. If all practitioners are applicable choose ‘All Practitioners’.
If only a select few of your practitioners or locations are applicable to this particular Appointment Type you will need to follow this process to add each practitioner and/or location until you can see all relevant options in your Online Profile list.
You will also need to tick the box titled ‘Available for Online Appointment Booking?’ on each profile that you set up.
Section 5 - Event Settings
A PPS Event allows for single bookings that contain multiple attendees. They can be used to demonstrate that a room or practitioner is booked for a class, meeting, or event.
The steps below will show you how to set up an event to allow your clients to book in online.
Navigate to Tools > Look Up Tables > Appointment Types.
If the event already exists in the list you can select to Modify the event or you can add a new event by following the steps in this guide.
When adding the event please ensure that the Event Type is selected here:
You can then find the Online Settings for the event by selecting More where you can add a display name and tick the box to make the event available for Online Bookings.
You will then need to add the Online Availability for the event to assign it to each required practitioner and location.
The next window which pops up will be blank the first time you access it; this is where you define what is available to your clients. Click New to add new options.
In this window, you can select which locations this event should be available for online by selecting a location from the drop-down menu. If all locations are applicable choose ‘All Locations’.
You can also select which practitioners this event should be available for by selecting a practitioner from the drop-down menu. If all practitioners are applicable choose ‘All Practitioners’.
If only a select few of your practitioners or locations are applicable to this particular event you will need to follow this process to add each practitioner and/or location until you can see all relevant options in your Online Profile list.
You will also need to tick the box titled ‘Available for Online Appointment Booking?’ on each profile that you set up.
Tip: Once the Event is set up to be available to book online you will need to add the event to the diary so that it can be visible to book online.