Services are the foundation of scheduling and billing. Every appointment on your calendar is tied to a service, and every charge at checkout starts with what the patient came in for.
Services represent the treatments, procedures, and offerings your clinic provides to patients. Each service defines its own pricing, scheduling duration, provider assignments, intake forms, and patient notifications. Services are grouped into Categories for organization and reporting.
Create a New Service
Add Service
Click the Add Service button in the top right corner. A drawer will open with a tabbed editor.
Fill in Basics
On the Basics tab, enter:
- Name: The service name as it will appear on the calendar, invoices, and self-scheduling pages.
- Description: An optional summary shown to patients during self-scheduling. You can use the AI generator to draft this automatically.
- Category: Select an existing category or create a new one inline.
- Appointment Color: Pick a hex color used to distinguish this service on the calendar.
Configure Remaining Tabs
Walk through the additional tabs (Pricing, Scheduling, Providers, etc.) described in the sections below. You can save at any time and return to edit later.
Configure Service Details
After creating a service, click its name in the service list to reopen the editor. The drawer contains the following tabs.Pricing & Payments
Controls what patients are charged and what fees apply.- Price: The amount used for billing, invoicing, and creating charges. This is the actual amount charged when the service is sold.
- Display Price: The price shown to patients on self-scheduling pages. This is for display only and does not affect billing. When a display price is set, you can choose a display mode:
- Fixed price — shows the exact amount.
- Price range — shows a min/max range (you set the maximum).
- Starts at — shows the display price with a ”+” suffix.
- Price varies — shows the display price with a “price may vary” note.
- Cost: Internal cost to provide the service, used for profit margin tracking. Not shown to patients.
- Booking Fee: A fixed dollar amount collected at time of booking to secure the appointment. You can optionally toggle Refundable and set a refund window (24 or 48 hours before the appointment).
- Booking Fee (Percentage): Switch to percentage mode to calculate the booking fee as a percentage of the billing price instead of a fixed amount.
- Booking Fee Description: Custom text shown to patients explaining why a booking fee is charged.
- Apply Booking Fee as Patient Credit: When turned on, the booking fee is automatically added as a credit to the patient’s account after payment. This lets clinics collect a booking fee to secure the appointment while still applying it toward the patient’s balance.
- Reserved Time: How long (in minutes) to hold a reservation before auto-cancelling if the patient doesn’t complete payment.
- Cancellation Cost: A fixed dollar amount charged when the patient cancels within the specified window.
- Hours Before Cancelling Costs Money: Number of hours before the appointment at which the cancellation cost applies.
- Cancellation Fee % (48h): Percentage of the billing price charged if the appointment is cancelled between 48 and 24 hours beforehand (percentage mode only).
- Cancellation Fee % (24h): Percentage of the billing price charged if the appointment is cancelled within 24 hours (percentage mode only).
- Collect Credit Card: When enabled, patients are asked to provide credit card information during self-scheduling.
- Credit Card Required: When enabled (requires Collect Credit Card), patients must provide a credit card to book. When off, providing a card is optional.
Scheduling & Booking
Controls appointment duration, prep work, and resource reservation.- Allow Double Booking: When on, this service can be booked at the same time as other appointments for the same provider.
- Bookable Resources: Select rooms or equipment that must be reserved when this service is booked. This prevents conflicts with other services that use the same resources.
- Service Timeline: A visual editor that lets you configure the full appointment flow:
- Duration: How long the main appointment lasts (in minutes).
- Prep Time: Optional pre-appointment preparation block with its own duration, buffer time, custom name, and calendar color.
- Prep Providers: Assign specific staff members qualified to handle prep work (separate from the main service provider).
- Short-Notice Block: Prevents patients from booking this service within a specified number of minutes before the start time. Use this for services that require advance preparation.
- Minutes Before Rebooking Allowed: If a patient hasn’t confirmed their appointment, this is the number of minutes before the start time where other patients can book over that timeslot. Helps reduce no-shows.
Providers & Locations
Controls who can offer the service and where.- Allow Individual Provider Booking: When on, patients can select a specific provider during self-scheduling. When off, providers are auto-assigned.
- Providers: Select which staff members can perform this service. Only selected providers will have this service available on their calendar.
- Locations: Restrict the service to specific clinic locations. The service will only be bookable at the selected facilities.
Notifications
Configure SMS messages sent to patients at different stages of the appointment lifecycle. Each template supports variable substitution (e.g., patient name, appointment time) and includes an AI generator to help draft messages.What your patients see: Each notification below is a text message sent to the patient’s phone. The patient receives these automatically based on the timing you configure — you don’t need to send them manually.
- Reminder Before Appointment: Toggle on to send a reminder SMS. Configure how far in advance (in minutes, hours, or days) the reminder is sent, and customize the message template.
- Follow Up After Appointment: Toggle on to send a follow-up SMS. Configure the delay after the appointment ends and customize the message. Commonly used to send review links.
- Confirmation SMS: Sent to patients immediately after they book the appointment.
- Cancellation SMS: Sent to patients when their appointment is cancelled.
- No Show SMS: Sent to patients if their appointment is marked as missed.
- Override Notice SMS: Sent to patients if their appointment is overridden or rescheduled. Use
{minute_text}in the template to insert the time before the appointment.
Visibility & Discovery
Controls where and how patients find this service.- Who Can Book: Restrict the service to new patients only, existing patients only, or both.
- Display Order: Set the sort position in service lists on the self-scheduling page. Lower numbers appear first.
- Mark as Popular: Highlights the service as a popular choice during self-scheduling. Overrides the display order.
- Only Bookable Over the Phone: When on, the service is visible on self-scheduling pages but cannot be booked online. Patients must call the clinic.
Forms & Intake
Attach intake forms that patients must complete before their appointment. Select one or more forms from the list by checking the box next to each form name. Use the search bar and sort options to find specific forms. Selected forms will be sent to the patient as part of their pre-appointment workflow.Note Template
Choose a default note template for this service. When a provider starts a note from an appointment that uses this service, the selected template is automatically pre-filled — for both manual notes and AI Scribe. Providers can still switch to a different template if needed. To set a default, open the Note Template tab, click Select Template, and pick from the list. To remove it, click the X next to the template name.This tab is only visible if your clinic has the Scribe module enabled.
Checklists
Define a step-by-step checklist that staff follow during each appointment for this service. Checklist items appear in the appointment sidebar for check-in and tracking.- Click Add Item to create a new checklist entry, or use the quick-add buttons to add a preset type.
- Each item has a type and can be marked as optional.
- Drag items to reorder them.
| Type | What it does |
|---|---|
| Check In | Simple checkbox to mark when a patient arrives. |
| Form Completed | Tracks required intake forms. Shows form status and lets staff send forms, generate QR codes, or fill in person. Auto-completes when all forms are submitted. |
| With MA | Marks when the patient is with the Medical Assistant. |
| Measurement | Tracks vital signs like weight and blood pressure. Shows current readings and quick-add buttons. |
| Dose Taken | Records medication doses given during the visit. Shows dose details and sign-off status. |
| With Provider | Marks when the patient is with the provider. |
| Note Taken | Tracks clinical documentation. Provides buttons to create or view notes. |
| Payment | Links to the billing checkout page for payment collection. |
| Photo Taken | Links to the patient gallery for uploading photos. |
| Care Plan | Shows a summary of care plans assigned to the patient with progress. Provides a button to assign a new care plan. Auto-completes when the patient has at least one active care plan. |
| Request GFE | (SpaKinect only) Manages Good Faith Exam requests. Shows request history and status. |
Inventory
Link the service to stock items to track product usage per appointment. When a service is linked to inventory, the system can automatically deduct stock quantities each time the service is performed.Billing & Checkout
Additional settings that control how the service behaves in billing workflows.- Internal Notes: Private notes about the service, visible only to staff.
- Sort Order: Controls the order of this service in internal lists. Lower numbers appear first.
- Tax Exemptions: By default, services are taxed according to each tax rule’s scope. Check specific taxes to exempt this service from them.
- Custom Pricing: When enabled, staff can modify the price of this service during checkout.
Bulk Edit Services
To update settings across multiple services at once:- On the Services page, select the checkboxes next to the services you want to edit.
- A bulk edit drawer opens with tabs for Pricing, Scheduling, Providers & Locations, Forms, Notifications, Visibility, Checklists, and Settings.
- Change the fields you want to update. Fields with mixed values across the selected services are clearly indicated.
- Click Save to apply changes to all selected services simultaneously.
Use the AI Assistant to Manage Services
The services page includes an AI assistant that can create, modify, and delete services from plain-language instructions. It works from both the services list page and from inside an individual service editor, and it can handle changes across multiple services at once. The Service Assistant tab appears automatically in the right sidebar when you open the services page. Describe what you need, and the assistant proposes a set of changes grouped by service. A review panel shows every proposed action — new services to create, fields to update, services to delete, and inventory links to add or remove. Click Accept All to apply the changes, or Reject All to discard them. The assistant understands your full service catalog, including names, pricing, durations, categories, providers, locations, and linked inventory. When you’re inside a service editor, it also sees the complete field values for that service. You can reference services by name or partial name — for example, “the Botox one” or “lip filling service.” What you can ask it to do:- Create one or many services at once, with pricing, durations, categories, and provider assignments
- Update fields across multiple services in bulk — for example, raise all facial prices by 10%
- Delete services (you’ll be asked to confirm)
- Link or unlink inventory stock items to services
- Create new inventory stock entries and link them to services
- Navigate to a specific service or tab within the service editor
- “Create a Microneedling service at $250, 45 minutes, in the Facials category”
- “Set the booking fee to $50 for all services in the Injectables category”
- “Link the Botox Vial stock to Botox 1 and Botox 2 with 1 unit per appointment”
- “Delete the old Laser Hair Removal service”
- “Increase all service prices by 15%”
The assistant remembers your conversation, so you can refine proposed changes before accepting. For example, after it proposes creating five services, you can say “Don’t create the last two” and it will remove them from the proposal.
Advanced Configuration
Linking Services to Inventory & Stock
Linking Services to Inventory & Stock
Use the Inventory tab within the service editor to link stock items. This enables automatic inventory tracking when the service is performed, helping you monitor product consumption and reorder levels. Stock operations (linking, quantities) are saved alongside the service.
Good Faith Exam Integration (SpaKinect)
Good Faith Exam Integration (SpaKinect)
If your organization has the SpaKinect module enabled, the Scheduling & Booking tab includes an Auto Request GFE Treatments field. Select treatments here to automatically request a Good Faith Exam when an appointment is created for this service.
Short-Notice Blocking
Short-Notice Blocking
Set the Short-Notice Block field in the Scheduling tab to prevent patients from booking this service too close to the appointment time. For example, setting 120 minutes means patients cannot self-schedule this service less than 2 hours before the start time.
Rebooking Restrictions
Rebooking Restrictions
The Minutes Before Rebooking Allowed field in the Scheduling tab controls how soon an unconfirmed timeslot becomes available to other patients. This helps prevent revenue loss from no-shows by releasing the slot for rebooking.
Archiving a Service
Archiving a Service
To discontinue a service without losing historical data, select the service and choose Archive. Archived services no longer appear in scheduling or self-scheduling, but all past appointments, billing records, and clinical notes referencing the service are preserved.
Permissions
Permissions
- Settings Services Write — Required to create, edit, bulk edit, and archive services. Without this permission, users can view services but cannot make changes.