Add a service
Learn how to add your services in Caspen.
Before you begin
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 Catalogue → Services
2. Click Add service.
Enter the service details (see Service field reference below).
Click Create. The new service appears in the services list.
Service field reference
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.
Buffer before: Time (minutes) reserved before the start time (e.g. setup/prep).
Buffer after: Time (minutes) reserved after the end time (e.g. notes/clean-up/admin).
Price
The amount you charge. Choose Fixed or Hourly.
Fixed: A set price. You can still change it on the invoice.
Hourly: An hourly rate. The invoice total is based on the hours you enter.
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.
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.
FAQs
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