Reserve machine time
Choose a machine and start/end time. Link an unscheduled booking for an appointment, or leave it unlinked for maintenance, a manual hold or unavailable time.
The staff guide
A clearer day at the clinic.
A visual walk through your booking workspace. See where requests arrive, how machine time is assigned, and how to keep the calendar accurate.
Made for real clinic days
1Choose your clinic first
2A request is not yet a confirmed appointment
3Machine time is set by staff
01 / FIND YOUR WAYOne workspace.
One workspace.
Everything in its place.
Choose a screen below. The orange markers point to the actions that matter most.
Swipe the screen names to explore all 12 views →
ALL STAFF
Dashboard
02 / STANDARD FLOW
From request to confirmed time.
Follow a new online request through the five steps your team actually uses.
Remember: The requested time is the patient's preference. It does not reserve a machine. The confirmed time comes from the active appointment block your team creates.
03 / EVERYDAY MOMENTS
Know the next move.
A few common situations, with the exact place to start.
Move an appointment
Use Reschedule on the booking. The earlier block remains in history and a new confirmation email is created for the new time.
Return a call
Call the patient, then choose Create booking or Mark as resolved. Creating from a callback also resolves that request.
Handle a patient cancellation
Update the RIS and complete any follow-up, then select Mark as handled. The patient's cancelled appointment has already released its machine block.
Take a phone booking
Enter patient details and the service. Requested time is optional. Upload the referral when available, then schedule the machine separately.
Check the message
Review delivery status after scheduling, rescheduling or cancellation. If an email failed, call the patient; Resend latest email is available when needed.
04 / FOR OWNERS & ADMINISTRATORS
Keep availability true to the clinic.
Calendar and settings changes affect what patients can request. Only administrators can edit these controls.
See the steps1
Close one date
Open Business calendar, find the future date, then choose Edit date. Select Closed all day and save the override. That date stops appearing as available to patients.
2
Reopen or change its hours
Edit the same date. Clear Closed all day and set opening and closing times, or delete the override to return to normal weekly hours. Review any warning about existing appointments outside the new hours.
3
Use the right control for a machine
For one machine's maintenance or a short hold, add an unlinked block in Schedule. For a machine that is out of service, update its status in Settings → Machines. Do not close the entire clinic for a single machine.
Clinic servicesSettings → Clinic services controls which online services this clinic offers.
Staff accessSettings → Staff controls roles and clinic access. New staff also need Cloudflare Access admission before signing in.
Weekly hoursBusiness calendar → Weekly hours sets the normal pattern; date overrides handle exceptions.
Ready for the next clinic daySee the request. Set the time.
See the request. Set the time.
Keep everyone informed.
Use the screen tour when learning your way around, and return to the booking flow whenever a new request arrives.
Back to the screen tour ↑