Zencare Practice Management's Client Portal includes a fully integrated online booking system that allows clients to view your availability and schedule their own appointments — 24/7, without needing to call or email.
How Online Booking Works
- You configure your availability and which services are bookable in ZPM settings.
- You share your unique Client Portal URL with clients.
- Clients visit your portal, select a service and therapist, choose an available time, and confirm their booking.
- The appointment automatically appears in your ZPM calendar.
- Both you and the client receive a confirmation email.
Enabling Online Booking
To enable and configure online booking, go to Settings, then Client Portal, and finally the Bookings tab and set Enable Booking Page to Yes. Select Save in the bottom right hand corner when you are finished.
If for any reason you wish to disable your online booking, use the steps above but select No. This will deactivate your link and clients will not be able to book sessions.
The Booking Tab
Preferences
The Booking tab in the Client Portal view within Settings allows you to fully customize your client's booking experience in the Client Portal. Besides enabling or disabling the ability for clients to book sessions, you can also configure Preferences such as the Question Order in which clients will be presented, choose whether or not to Show currency in the service menu, Show prices in the service menu, Allow clients to provide additional info during booking and if so whether or not that is a requirement, Limit the number of sessions a client can book, set the Minimum cancellation time (in hours), set how many hours ahead Clients cannot book sessions sooner than and further than, rounded to either the half-hour or full hour.
Content
The Content section allows you to set a Title, Description, and No Availability Message in case the client cannot book a session during the desired timeslot due to a lack of availability.
Appointment Reminders
Zencare can automatically send email and/or SMS reminders to clients before their appointments. Configure reminders under Settings, Notifications, under the Reminders tab.
Configuring Your Online Client Portal Settings
You can configure the shareable links to your client portal, upload a logo image, and make decisions such as allowing clients to cancel booked sessions in the General and Booking tabs in the Client Portal menu.
Customize Your Availability and Client Visibility
Clients can only book within your availability. Ensure that you configure your availability before granting client access to online booking. Zencare Practice Management has advanced availability settings to offer you granularity in your working hours. You can learn more about setting up availability here.