The Appointment Manager gives your patients a simple, personalised page where they can manage their upcoming appointment, no login or account required. From confirming attendance to checking in on arrival or joining a telehealth call, it puts key actions at their fingertips while keeping your team informed automatically.

Depending on your settings, patients may be able to:

The page also displays your practice's contact details, phone, email, and website, so patients can reach you directly if needed.

Patients access the Appointment Manager through a unique link generated for each appointment. To send this link, include the <<AppointmentManagerLink>> merge field in your message templates. This can be added to:

Appointment Manager settings can be found under Settings > Appointment Book > Appointment Manager. Use these settings to control exactly what's available to patients and how it works for your practice.

Turn this on to activate the Appointment Manager for your practice. When disabled, the <<AppointmentManagerLink>> merge field will not generate a working link.

Choose whether to display your business logo or the universal PracSuite logo on the patient-facing page. When set to business, the logo is pulled from the logo set per business in Settings > Businesses.

When enabled, patients will see a Confirm button on their Appointment Manager page. Tapping it records their confirmation and automatically updates the appointment status in PracSuite. Use the Update Status To dropdown to choose which status is applied when a patient confirms, typically Confirmed.

When enabled, patients can check themselves in as soon as they arrive, without needing to speak to reception. Patients will see a Check in button from 60 minutes before their appointment. Tapping it marks them as arrived and updates the appointment status in PracSuite. This also adds the patient to the practitioner queue, so your team can see they've arrived without needing to update anything manually. Use the Update Status To dropdown to choose which status is applied, typically Arrived.

Patients can only check in once they've received a message containing the <<AppointmentManagerLink>> merge field, so it's worth thinking about when that message is sent. A reminder sent a day or two in advance is a good moment to ask patients to confirm their attendance, but by the time they arrive at the practice, that early reminder is unlikely to be front of mind, so consider using a second, closer reminder, sent an hour or two before the appointment, to prompt check-in instead:

Both reminders need the <<AppointmentManagerLink>> merge field included in the template, since this is what gives the patient access to the Confirm and Check in buttons. Splitting the message this way keeps each reminder focused on a single, clear action rather than asking the patient to confirm and remember to check in all in one message.

You can set this up under Settings > Appointment Book > Reminders by creating a new reminder, setting the timing, and selecting a template that includes the merge field.

When enabled, an embedded map showing your practice location is displayed on the patient page, along with a Get Directions button. This is automatically hidden for telehealth appointments. See the Telehealth section below for more detail.

By default, the map uses the address entered in Settings > Businesses. If you'd like to display your Google Maps business listing directly on the map, you can enter a Google Place ID under the Google Place ID Override section at the bottom of this page.

When enabled, patients will see a Cancel button on their Appointment Manager page. Cancellations are handled independently of your online booking system, keeping the process simple for patients.

When cancelling, patients are asked to provide a brief reason for cancelling. This is recorded against the appointment in PracSuite for your reference.

Minimum Notice Required: Set the minimum amount of notice required for a patient to cancel online. Enter a number and select Hours, Days, or Business Days as the unit. If a patient is within this window, the Cancel button will be disabled and they will be directed to contact your practice directly.

Show Cancellation Policy: When enabled, your cancellation policy is displayed to patients on a dedicated page, accessible via a View cancellation policy link on their Appointment Manager page. Use the text editor below to write your policy. This link is always visible when a policy is configured, including when online cancellation is blocked, so patients can always understand your terms and know to contact you if they need to cancel within the notice period.

When enabled, the appointment type name is shown on the patient page, for example, Initial Consultation or Standard Appointment. If your appointment type names are internal or not patient-friendly, turn this off. The page will instead show Appointment with [Practitioner Name].

These settings control how telehealth appointments appear on the Appointment Manager page. PracSuite supports integrations with Microsoft Teams, Zoom, and Google Meet, so however your practice runs telehealth calls, a join link can be attached to the appointment and made available to patients here. For details on setting up telehealth appointments and connecting these integrations, see Managing Telehealth Appointments.

When enabled, a Join call button will appear on the patient page for telehealth appointments, from 10 minutes before the appointment start time. The button will only appear if a telehealth patient link has been added to the appointment.

When enabled, the location map and address are hidden for telehealth appointments. This is recommended, telehealth patients don't need directions to your practice.

When enabled, the Check in button is hidden for telehealth appointments. You may prefer this if your check-in workflow is only relevant for patients attending in person.

By default, the location map on the patient page displays directions based on the address entered in Settings > Businesses. If you'd like to show your verified Google Maps business listing on the map instead, including your business name, reviews, and photos, you can add your Google Place ID here.

If your practice has multiple locations, you can add a separate Google Place ID for each business. Click here to find your Google Maps Place ID.