Scheduler Set Up

  • Updated

The Appointment Scheduler lets your clients easily book appointments with you online.

Scheduler features

Scheduler Set Up

From your Practitioner dashboard, click Appointment in the left sidebar.  All tools and global settings related to the scheduler are found on this page.

  1. Click Scheduler Settings to begin configuring your scheduler.
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  2. Click the Edit link next to any attribute to modify that setting.
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Scheduler Status

This setting gives you a way to enable and disable your scheduler.  This is useful if you need to temporarily disable all scheduling for an indefinite period of time. (For shorter periods, like vacations, we recommend you block time on your calendar instead.

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Time Zone

Nutri-Q will automatically set your time zone based on the date and time settings in your operating system. If the time zone is incorrect or you’d like your calendar to be in a different time zone you can change it here.

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The scheduler handles all time zone conversions, so your clients will always see your scheduler availability in their local time zone when booking an appointment. If your scheduler is set to Mountain Time and a client in California views your calendar, it will convert everything and display it in Pacific Time for that client.

Display Name

This is the name that will be shown at the top of your scheduler. For example ours will read “Book an Appointment with NTA Academics Team”.

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Contact Email

If you want to have your scheduler emails sent to a different email address than your primary Nutri-Q login email you can enter it here.

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Contact Email Display

If set to Yes we’ll show a line at the bottom of your scheduler that gives clients a way to contact you if they have questions when booking an appointment.

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Appointment Reminders

When set to Yes we'll send your clients email reminders the day before their appointment.  They will also receive a last minute reminder ten minutes before their appointment starts.

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Same Day Appointments

This section lets you specify whether or not your clients are allowed to book appointments on the current day, following day or within the next week.

  • Allow same day appointments
    • By allowing same day appointments, your clients can book any open appointment. For example, if today is March 5th, clients are allowed to book appointments on March 5th.
  • Don’t let clients book same day appointments
    • By not allowing same day appointments, appointments for the current working day are removed from your scheduler. For example, if today is March 5th your clients will only see openings on your calendar starting on March 6th.
  • Don’t let clients book same or following day appointments
    • By not allowing same or following day appointments, your clients won’t be able to book an appointment on the current or next day. For example, if today is March 5th your clients will only see openings on your calendar starting on March 7th.
  • Don’t let clients book appointments within a week
    • By not allowing clients to book appointments within a week, your clients won’t be able to book an appointment today and for the following 6 days. For example, if today is Monday March 5th your clients will only see openings on your calendar starting on Monday March 12th.

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Cancellation Policy

There are two settings within the Cancellation Policy section:

  • Allow Cancellations Options: This option lets you set how much notice clients must give when canceling an appointment.
    • Appointments can be canceled any time prior to the appointment start.
    • Appointments can't be canceled within 24 hours of the appointment start.
    • Appointments can’t be canceled within 48 hours of the appointment start.
  • Cancellation Policy Text: If you have additional cancellation policy text that you would like to include, you can add it here. Note that if you select the 24-hour or 48-hour policy above, appropriate text will already be displayed when the client books their appointment, so there is no need to repeat that information in the Cancellation Policy Text.

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Working Hours

These are the days/times clients are allowed to book appointments with you. In our example we have clicked the ‘Add time’ link under Monday, Wednesday and Friday and said that on those days we work from 9am to 5pm.

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To update working hours:

  1. Click Add Time beneath any day of the week.
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  2. Set your Start Time and End Time and click Add.
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  3. You can add multiple time blocks per day. For example, if you want a morning and afternoon session with a break in the middle.
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  4. If you need to remove a row, click the red X next to the time entry.

Appointment Types

This is where you’ll create the Appointment Types your clients can select from. For example, you might offer three different kinds of appointments:

  • One for an initial call over phone or Zoom.
  • One for 60-minute sessions, in person.
  • One for 90-minute sessions, in person.

When creating your appointment types, you can modify the appointment length, location (in person or remote), whether or not you will accept payment up front, and more. Every practitioner is different so figure out what works best for you.

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Creating New Appointment Types

  1. In the Appointment Types window, click Add New Appointment Type.
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  2. Configure your Appointment Type in the dialog that opens.
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Requiring Payment for Appointments

Note that we have already linked our Stripe Account so the Require payment to book setting is available. If you have not yet linked Stripe, you will see the following placeholder until you do. Read the Stripe Integration Guide for information about linking your account.

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After you save your Appointment Type you will see a summary view. If you have two or more appointment types you can update the order they'll be displayed to the client by using the Move Up/Down buttons beneath the summary.

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Schedule Exceptions (Blocks)

You can use this setting to block off periods when you know you'll be busy and cannot accept appointments. Clients will not be able to book appointments during times that are blocked on your calendar. This is useful for vacations, holidays, personal appointments, and so on.

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If you want to block part of a day, uncheck Full day block, set the date, and then enter the times you want to block in the next row.

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Max Scheduling Date

Select how far into the future clients can schedule appointments. For example, if you choose 3 months then your clients will only be able to schedule an appointment within the next 3 months.

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Updated Appointments View

  1. When you're finished editing your settings, click Close Settings at the bottom of the window.
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  2. Your Appointment page updates, showing your Working Hours and all available Appointment Types in the right sidebar.
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