Add a service
Learn how to add your services in Caspen.
Before you begin
Warning
Services vs Activities
- Appointments (Services): For client-facing services, including telehealth appointments.
- Activities: For non-face-to-face service work done away from clients like report writing or billable communications.
Note:
- Appointments send client notifications. Activities do not.
- Appointments appear in online bookings. Activities do not.
How to add a service
- Go to Catalog → Services
2. Click Add service.
- Enter the service details (see Service field reference below).
- Click Create. The new service appears in the services list.
Info
Tip: Assign the service to at least one location and practitioner so it can be scheduled in your calendar.
Service field reference
| Field | Description |
|---|---|
| Name | The service name shown in the calendar (for appointments), online bookings, invoices, and reports. Visible to staff and clients. |
| Item code | Internal or funding reference. |
| Category | Select the category this service belongs to; used for grouping services. Examples: Consultations, Physiotherapy, Naturopathy. |
| Duration | Appointment length in minutes. |
| Buffers | Use a buffer when you need extra time before or after the appointment.
|
| Price | The amount you charge. Choose Fixed or Hour.
|
| Tax rate | The tax that applies to this service. |
| Appointment notification set | Choose the notification set for this service; leave blank to use the account default. A set can include confirmations, reschedules, cancellations, and reminders. |
| Practitioners | Select who can provide this service. |
| Locations | Select where this service is offered. |
Info
Price
Enter prices according to your account tax setting:
- Prices exclude tax: enter the price without tax. Tax is added on the invoice.
- Prices include tax: enter the price with tax. The tax portion is shown on the invoice.
See Settings → Taxes to change the account tax setting.
Note: This is separate from the Tax rate on the service, which sets which rate (for example 10 percent or tax free) to apply on the invoice.
Quick add from a category
You can also add a service from a category: Actions → Add new service. This opens the same form with Category prefilled.
Frequently asked questions
How do I change the color of my service in the calendar?
Services use their category color. To change it, go to Services → Categories, open Actions → Edit category, choose a color, and save.
How do I show item codes on invoices?
Enable the Item code column in your invoice template.
What if I do not enable item codes on invoices?
Item codes remain internal and will not appear on invoices.