Online booking allows your clients to book directly into your PracSuite appointment book via your website and social media pages.
To enable online booking in PracSuite, go to Settings > Online Booking > Online Booking Overview.
Customising the appearance of the online booking page
Enter a Display Name, which appears at the top of the online booking page and should encompass all your business locations.
Add an optional Display Logo. This file should be the same size as the display logo located in General settings (200px x 60px).
Select the Organisation Descriptor that best suits your business. Choose between: Practice, Clinic or Centre.
Select the Booking Order to determine the selection process when booking an appointment. E.g. a client could select a location and then see what services are available there, or vice versa.
You can select two colours to customise the appearance of your online booking site. The primary colour is usually taken from your logo and/or website. Use the palette icon to input the exact colour. Ask your web designer for the "hex code" of your theme colour. The secondary colour is used as a highlight. For the largest impact, it should be a completely different colour to the primary colour.
Select a Practitioner Descriptor as either practitioner or therapist.
Your Online Booking URL
Enter your desired Online Booking URL, typically matching your website address. Once entered, select the tick to check and reserve the address to secure your online booking URL. You will be notified if your chosen URL is not available.
You are then able to use the pencil icon to edit it or use the copy button to easily send it to your web developer. Clicking on the link will take you to your online booking site once everything has been set up.
If you change your online URL in PracSuite, you must update all instances of the previous URL on your website and social media pages. The previous URL will no longer work, and patients won't be able to continue booking online.
Choosing what information to collect from patients
Customise what information the online booking site will collect from patients when they book as a guest. Name, Email and Phone number are always required. You have the option to hide, show or require a client's Date of Birth, Address, Gender, Appointment Reminder Preferences and/or Marketing Preferences. The Appointment Reminder and Marketing Preferences allow patients to tick SMS or Email options.
Marketing tracking
PracSuite Online Bookings allows you to add popular marketing tracking tools such as Google Analytics, Google Tag Manager and Facebook/Meta Pixel.
Enter the respective tracking ID into the fields provided.
You can continue reading about these features in the articles below:
Terms & Conditions and Privacy Policy URLs
If you have Terms & Conditions and/or Privacy Policy that you would like to link to in the booking process, copy and paste the links into the respective fields. Adding one or both of these links will add a line of text during the booking process stating that by booking the client agrees to the linked policies.
Welcome Message Popup
Enabling the Welcome Message Popup allows you to customise an initial message that appears when a client first accesses the online booking page. A great way to advertise changes in policy, announce a new practitioner or service or otherwise communicate information to your patients.
Understanding Online Booking Modes
The PracSuite online booking system has two primary bookings modes:
Guest Booking
Guest Bookings allow patients to book appointments without the friction of creating accounts/logins. Patients can visit your website and provide their name and contact information each time they book to complete their booking.
Login Portal
The online booking system includes an optional Login Portal that enables additional functions, including:
Allow clients to view their upcoming appointments
Reschedule and cancel appointment functions
Add appointments to calendar apps
Option to enforce booking restrictions (stopping a patient from booking online, restricting which practitioner or which services a patient can book with)
Appointments that are booked while a client is logged in do not require processing by staff as is required for Guest Bookings.
Enabling Individual Appointments
Individual appointments are a one-on-one appointment between a client and a practitioner.
Turn on the toggle to enable individual appointments to be booked online.
Who can book individual appointments online:
Logged in Users Only - Only patients who have an account for the Login Portal will be able to book individual appointments.
Logged in Users and Guests - Patients who don't have an account (guests), as well as patients who have an account, can book individual appointments.
The following settings can also be customised:
Minimum Search Range - which represents how much notice you would like when someone is booking online. For example, a one-hour minimum search range means that the earliest possible time a client can book is one hour away from the current time.
Maximum Search Range - represents the furthest possible date a patient can search for an appointment from the current date.
Maximum Appointments Per Period - The PracSuite online booking system allows you to decide how many appointments are offered during a period (morning, afternoon and evening). With this setting at 3 appointments per period, a client will see up to 9 appointments per date. A maximum of 10 appointments can be displayed per period, allowing up to 30 possible appointment times in a day.
Guest Fee Category - Set the Guest Fee Category to determine what Fee Category the booking system will use to generate a fee to display (if enabled in the Services menu). If enabled, any patients who are booking as a guest will be displayed fees according to the chosen fee category.
Consecutive Appointments - Choose how available appointment times are displayed online. This affects how available times appear on your booking page, and it can help shape the perception of availability and manage appointment flow.
Show back-to-back appointments - This setting displays all available appointment slots, including ones that are directly back-to-back. Ideal for clinics that want to maximise visible availability—for example, physiotherapists or chiropractors offering short 20-30 minute sessions, or psychologists who offer longer hourly sessions but only have limited slots each day (like 6-8 per day). Useful when your priority is to fill the diary efficiently and give patients more booking flexibility.
Reduce back-to-back appointments - This option limits how many available times are shown, even if there are more open slots technically available. Commonly used by clinics that prefer not to look wide open—essentially a “make us look busier” approach. It helps control appointment flow and can give the impression of limited availability.
Enable Get More Times Button - Patients are initially offered a maximum number of appointments based on the Maximum Appointments Per Period setting described above. Enabling Get More Times allows the patient to fetch more times.
Limit Appointment Start Times - This feature limits the appointment start times displayed to patients booking online. It is ideal for practices that must maintain a specific sequence/order of appointments to avoid unused time on the appointment book.
Hide times matched to the waiting list - When enabled, times matched to a waitlisted patient are hidden from the online booking site, giving staff time to confirm with the waitlisted patient.
Enabling Online Group Appointment Bookings
You can learn more about setting up group online appointments in the article below:
Click through the articles below to learn how to set up and customise the online booking experience for your patients.