24.19. E-Appointments

Overview

HQ E-Appointments let you give clients the ability to request appointment slots online. This significantly reduces administrative workload, as clients enter their animal details, owner information, and services before arriving at your clinic.

E-Appointments Link

To find your e-appointments link, go to Settings > E-appointments. You will see a pre-generated link at the top of the page. To copy it, click Select the Value then Ctrl + C.

To review your client perspective of the link, click Preview in New Tab.

You can only have one e-appointment link unless you are a multi-clinic account.

Enabling E-Appointments

Once you are ready to release an appointment type to online scheduling, click the Enable button next to the appointment name. You'll want to test your form and ensure the proper amount of appointments are showing up.

Editing E-App Preferences

Each appointment type has its own settings section. Find an appointment type, such as "Spay/Neuter" and click Edit to adjust your preferences.

General

E-appointment release schedule

The very first setting under the General tab is how long to search for appointments in the future. This is where you set your rolling release schedule, such as 2 months out, released at 12pm daily.

General preferences

• Enable selection of services and packages when booking an appointment.: Allows clients to select services and packages themselves on your online appointment form. Huge time saver!
• Do not let client complete appointment without selecting at least one service.: Prevents clients from submitting an appointment request with no services.
• Email required: Owner must include a valid email to submit an appointment request.
• Primary color required: At least one of the animal's colors must be listed to submit an appointment request.
• Enable "caution toggle" on e-appointments: Asks if their animal is anxious or has the potential to bite. If owner ticks the box, a caution tag will be added to their request.
• Enable "Tick here if this cat will be coming in a trap?" question on cat appointments?: Allows owners to indicate if the animal is coming in a trap. This action changes the animal type from Owned to Community Cat (Feral) for cat appointments.
• Hide prices of your services: Removes price listings from your e-appointment services.

Client Facing Description

This text will be located directly under the appointment type selection like so:

Document Uploads

Enable or disable document uploads. You can make uploads required in order to submit an appointment request. Add any instructions on what documents should be uploaded in the textbox.

Priority

The Priority tab is where you set up and edit Priority Scheduling. Read more on how Priorities work HERE.

Deposits

If you utilize HQ's integrated credit card processor, you can collect deposits on your e-appointment form. Select the type of deposit (fixed amount, amount per species, full cost of services) and set the amount.

You can also make deposits mandatory in order to submit a request.

Instructions Text

Add custom text for clients to see after they submit an appointment request in the "Information Received - Appointment Pending." textbox.

In the second box, add a custom text for when no appointment slots are available.

Services & Products

If you've enabled clients to select services and products directly on the e-appointment form, you'll need to add your services in for selection here. First, ensure the item is enabled under Settings > Services & Products.

Next, go to Settings > E-appointments > Edit (appointment type) > Services and Products. Click Add/Remove Services. Toggle on whichever services you want to make available.

You can optionally add a description to each service if additional information is required. For example, on Rabies 3 Year, you may write, "Animal must have a valid rabies vaccination within the last year and proof of certification must be uploaded to the documents section".

Packages

Enable any pre-set packages you have configured from Settings > Packages. To enable, click Add/Remove Packages and toggle on the package.

VIDEO ON E-APPOINTMENT SETTINGS