The online booking set up window is only available in PPS version 4.1.2203 and above. Updating PPS Guide.
Use the Set Up Online Booking window to control where and how your booking form appears. Here, you can set up approved domains, customise the form’s look and functionality, and create profiles for different locations, services or practitioners.
To access the Online Booking Settings, go to Tools → System Set Up → Set Up Online Booking.
If you also have access to PPS Express then the online booking settings can also be accessed from there. Online Booking Settings.
If you are upgrading from Online Booking V3 or V5 then there is no longer an Online Booking Admin module. All the online booking settings are located within the Online Booking Settings page in PPS and PPS Express.
Global Settings
The Global Settings section allows you to customise how your online booking form looks and functions.
Description
Add a short description that will appear on your booking form. This can be used to introduce your services, outline booking policies, or provide key information for clients.
Booking Type
Choose which types of bookings to allow:
- Allow Appointments and Events – Allows both appointments and event bookings.
- Allow Appointments Only – Restricts the form to appointment bookings only.
- Allow Events Only – Restricts the form to event bookings only.
Colours
Customise the look of your booking form to match your brand:
- Primary Colour – Used for the left-hand sidebar, section headers, and main buttons.
- Secondary Colour – Used for the main background area of the form.
Appointment Types
Select which appointment types will be available for clients to book online. If none are selected then the online booking form will show 'No appointments currently available!'.
Appointment types that do not have a profile set up will display a warning triangle. These appointment types will not appear within the online booking form until a profile is set up for them.
Setting up Profiles for Express-Only systems | Setting up Profiles for systems that also use PPS
Privacy Notice
Enable and display a privacy notice for your clients:
- Tick Enable Privacy Notice to activate.
- Enter your privacy notice text in the provided box.
Terms and Conditions
Enable and display terms and conditions for your clients:
- Tick Enable Terms and Conditions to activate.
- Enter your terms and conditions in the provided box.
When Terms and Conditions are enabled, clients will be required to read and accept them before they can proceed with their booking.
When finished, click Update to save your changes.
Client Matching
When clients book appointments online their appointment can be automatically matched to an existing record. You can also enable a new client record to be created if the details entered at the time of booking do not match any existing clients. Auto client matching is enabled by default.
A client will only be matched if the details entered at the time of the booking match that of a client already in your database. The appointment will not be matched to a client if some of the fields entered are already in your database. For example if there are multiple clients with the same first name and surname, but different dob, mobile number and email address then it will not auto match and the appointment will need to be manually matched to a client.
If the auto create client record has been enabled then a client record will only be created if non of the fields entered at the time of booking exist in your database.
These can be left off if you would prefer to manually match an appointment to a client record.
Appointments that are matched to a client record where the mobile number, dob or email address are not the same as those entered for the online booking will have a critical note added to their client record. The critical note will contain the original value entered at the time of booking if it differs to what is already on the client's record.
Presets
Presets allow you to create different versions of your online booking settings for specific purposes. Each preset can have its own customised configuration, overriding the global settings where needed.
For example, you might create separate presets to:
- Use different colour themes for various brands or locations.
- Show only certain appointment types in each profile.
- Show only certain practitioners and locations
- Display different Terms and Conditions or Privacy Notices depending on the service or location.
To add a new preset, click + Create Preset and give it a label. You can then configure its settings. Any setting not specifically overridden in the profile will use the global default.
Domains
The domains section of the online booking settings allows you to configure any domains where you would like to place the online booking form on.
To add a new domain click on the '+ Add Domain' button.
When adding a domain, you do not need to include http:// or https://, and make sure it does not end with a slash (/) or any other special characters.
Example: Use www.example.com or www.book.example.com, not example.com/ or example.com/booking.
The Embed Instructions button provides the code you can place on your website to display the booking form. More detailed embedding instructions can be found in our Embedding Online Booking Guide.
Payments
Only Dojo payments are supported in online booking. If you are moving from Online Booking Version 3 or 5 then PayPal and Elavon are not currently supported in this version of online booking.
If you don't already have an account with Dojo then please contact our support team for assistance in setting this up. Once your Dojo account is set up, make sure that Dojo Online Checkout is enabled for your account. This is required for payments to be processed through online booking. Activating Dojo Online Checkout.
Once you have an account created with Dojo and Dojo Online Checkout has been activated you'll then need to generate an API key that can be used to link your Dojo account to your online booking form.
You can generate a Dojo API key from the Developer Portal in Dojo > API keys and select Create new key.
The key should look similar to the Dojo example below:
sk_sandbox_c8oLGaI__msxsXbpBDpdtwJEz_eIhfQoKHmedqgZPCdBx59zpKZLSk8OPLT0cZolbeuYJSBvzDVVsYvtpo5RkQ
To do this, simply enter your Dojo API Key into the API Key filed within the Dojo settings tab.
To disable the payments the Dojo API Key can be removed from the API Key field and then saved again.
In order for an appointment type to prompt for payment a standard charge will need to be assigned to it. A standard charge can be assigned to an appointment type by going to Tools → Look Up Tables → Open the Appointment Type table from the bottom right list.
Any appointment types that are not assigned a Standard Charge will not require payment in order for the online booking to be made.
Our guides below cover creating appointment types and charge codes in more detail:
Confirmations and Reminders
For setting up confirmations and reminders please refer to our guide: Confirmations and Reminders in Online Booking