Set up online bookings
Learn how to set up and customise your online booking page in Caspen.
Overview
Online bookings let clients schedule appointments directly with your clinic. Before making your booking page live, first configure your settings, then make your locations, practitioners, and services available online.
Before you start:
Make sure you have permission to manage Catalog, Users, Locations, and Online booking.
What you will learn
This guide will show you how to:
Customize your online booking settings.
Assign services to practitioners and locations (if you haven't already).
Enable online bookings for locations, services and practitioners.
Personalize your booking page for clients.
Step 1: Configure settings
Go to Settings (left-hand menu) → Online booking.
Review and adjust each section:
Payment settings Set up deposits or full payments for online bookings.
Turn on Enable online payment and set the Payment amount (minimum 10% for percentage-based deposits). If you want clients to pay the full amount at the time of booking, set the percentage to 100%.
Example: 20% deposit shown below, requiring clients to pay 20% of the service fee upfront when booking online.
Display settings Choose what clients see during booking (service prices, durations, practitioner images). Enable practitioner notifications if you want staff to receive emails when clients book, reschedule, or cancel.
Options:
Show service prices Display the price of each service during booking.
Show service durations Display the duration of each service.
Show practitioner images Show practitioner photos (or initials if no image is uploaded).
Practitioner notifications Send email notifications to practitioners when clients book, reschedule, or cancel an appointment.
Booking availability rules Control how soon before an appointment clients can book, and how far into the future.
Set how soon clients can book before an appointment (Min lead time) and how far into the future they can book (Max lead time).
Terms & policies Add your terms and conditions, privacy policy link, and cancellation policy.
Add your terms and conditions, privacy policy link, and cancellation policy. These appear before clients confirm an online booking.
Booking page notices Add an important banner or time-specific notice to appear on your booking pages.
Add an Important notice (appears at the top of all booking pages).
Add a Time selection notice (appears above the date and time picker during online booking).
Click Save when finished.
You can update online booking settings anytime. Changes apply immediately to all future bookings.
Step 2: Assign services to practitioners and locations
This step defines which practitioners can deliver which services and at which locations. This is internal setup only and nothing you do here is visible to clients yet. Both options stay in sync. When you make a change in one place, it updates the other. You will choose what goes live later in Step 3.
If your practitioners and services are already assigned correctly, you can skip this step and go straight to Step 3.
Tip: The quickest way for most clinics to set this up is from the practitioner profile (Option 2). Any changes made here also update the Catalog → Services section.
Option 1: From Catalog → Services
Use this method if you want to check or adjust each service individually.
Go to Catalog (left main menu) → Services.
Open a service (Actions → Edit).
Tick the practitioners who deliver it.
Tick the locations where it’s offered.
Click Save (bottom-right).
🔁 Repeat this for all services you plan to offer.
If a service has no practitioner or no location selected, it will not appear in the calendar or online bookings.
Option 2: From the Practitioner profile (quickest method)
Use this to assign all services and locations for a practitioner in one place.
Go to Settings → Users, then open a practitioner (click on their name).
On Locations, tick the sites they work at (and untick any they do not work at).
On Services, tick the services they provide (and untick any they do not offer).
🔁 Repeat this for every practitioner you want to make available for online bookings.
Step 3: Enable online bookings for location, services and practitioners
Now that everything is set up, choose what you want clients to be able to book online.
Go to Online booking in the left main menu.
Work through each tab (Locations, Practitioners, Services) and turn on the items you want to make available online.
Note: Enabling a location, practitioner, or service in this section only makes it visible online. A practitioner will appear for a service only if they were linked to that service and location in Step 2.
Step 4: Customize your booking page
Go to Settings → Locations.
Find the location you want to customize, then click Actions → Edit.
Add your clinic logo, featured image, and address.
Click Save (bottom-left).
Step 5: Share your booking link
Go to Online booking in the left main menu.
Open the Share tab.
Copy your unique online booking link to share with clients, or click Copy next to an Embed option to add the booking page to your website.
Tip before going live
Check each service you have has at least one practitioner and one location linked.
Preview the booking page to confirm prices, durations, and notices display as expected. To preview: Go to Online booking (left main menu) → Share tab → click Preview beside any booking link.
FAQs
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