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Set up services

Whether you're offering face-to-face appointments or non-client-facing activities, setting up services in splose is quick and simple.

Updated this week

Services are the building blocks of your practice in splose. They determine how appointments, support activities, provider travel, and invoices are handled.

By setting up your services correctly, you’ll ensure:

  • Accurate invoicing and tax calculations

  • Seamless online bookings for clients

  • Proper reporting across your practice

  • The right services available for the right practitioners and locations

This article walks you through the services feature with practical examples, troubleshooting tips, and FAQs. If you’re setting up ACC services, pair this with our ACC services guide to keep your setup running smoothly and your practice in tip-top shape from day one.


Before you get started

💡 What's the difference between appointments and support activities?

  • Appointments are for client-facing services where you can enable Telehealth, provider travel, and appointment templates.

  • Support activities are for non-face-to-face services like report writing and billable communications.

  • Appointments send out notifications to clients while support activities do not.

splose separates these to provide clear reporting on your Practitioner Performance Report, allowing you to track each category separately.

👉 Once you’ve created a service, you must assign it to a location and a practitioner before it can be scheduled in your calendar or online bookings.


Step 1: Set up face-to-face services (appointments)

Appointments are face-to-face services such as initial consultations and Telehealth and can include provider travel. 

Field

Description

Type

Group your services by category to keep things tidy.

Examples:

  • Physiotherapy

  • Speech Pathology

  • Remedial Massage

Name

This is what clients and practitioners will see in:

  • Appointments

  • Online bookings

  • Invoices & reports

Make it clear and recognisable for your clients and practitioners

Maximum clients

1-on-1 sessions? Enter 1

Group sessions? Enter 2+

Description

Use this to provide extra details.

  • Shown on invoices & online bookings (if enabled).

  • Can also be for internal reference.

Item code

Used for invoices.

Duration

Set a default session length for:

  • Calendar scheduling

  • Online bookings

💡 Even if billed hourly, a default duration is required. You can still adjust the time when booking.

Buffer time

Need extra time before or after? Add a buffer for:

  • Prepping before the session

  • Cleaning & processing after

This time will be blocked off automatically in your calendar and online bookings.

Price

Choose a pricing model:

  • Fixed Price: Same price, no matter the duration

  • Hourly Rate: Price adjusts based on session length

💡 Hourly pricing auto-calculates on invoices.

Tax rate

Set the tax rate for this service- this ensures invoices calculate the correct tax.

💡 Connected to Xero? Tax rates sync automatically.

Default progress note template

Choose a template that automatically loads when practitioners create a progress note.

Calendar colour

Pick a colour to easily spot this service on your calendar.

Cases

Want to make cases mandatory? Toggle this on to ensure every appointment is linked to a case.

Xero invoice account

Using Xero? Select a specific chart of accounts for this service. This will override the default invoice account.

Telehealth

Enable automatic Telehealth links for:

Links can be included in appointment confirmations.

Provider travel

For mobile appointments, enable Provider Travel to:

  • Add travel time or set a default duration

  • Auto-generate travel charges on invoices

💡 Travel details are included in appointment invoices automatically.

Online payments

Let clients pay upfront when booking online. Ensure Stripe is enabled.

Appointment notifications

Attach templates for:

  • Confirmations

  • Reschedules

  • Cancellations

  • Reminders

Tags for reporting

Service tags used for filtering through reports
More on service tags

💡 Want to streamline your intake process? Attach an appointment template to your service with standard forms attached.


Set up provider travel in an appointment

Once provider travel is enabled in services settings:

  • Create an appointment in the calendar.

  • Toggle Provider Travel ON.

  • Search for the appointment address - the client’s address will be auto-filled if it's available on their client profile.

  • Enter the travel details (to and/or from the appointment).

  • Add repeating rules if needed.

  • Save the appointment.

📍Need directions? Just click into the appointment from your calendar, then tap the client’s address to open it in Google Maps.

This works from both desktop and mobile, so you can get there hassle-free, wherever you are.

Need directions? Just click into the appointment from your splose calendar, then tap the client’s address to open it in Google Maps.

🧾 Invoicing:
When billing, two invoice line items will be created automatically:

  • The appointment

  • Provider travel (including any configured travel costs).

f you have toggled on Provider travel non-labour costs and Activity based transport, these are automatically added to your splose invoice as well.

💡 If you have toggled on Provider travel non-labour costs and Activity based transport, these are automatically added to the invoice as well.


Step 2: Set up non-face-to-face services (support activities)

Support activities are non-face-to-face services such as report writing and billable client communications.

Field

Description

Type

Organise your services by category to keep things tidy.
Examples:

  • Non-face-to-face/NF2F

  • Report writing

  • Billable communications

splose automatically groups services with the same type across your calendar, invoices, and online bookings.

Name

This is what clients and practitioners will see in:

  • Support activities

  • Online bookings

  • Invoices & reports

Make it clear and recognisable!

Description

Use this to provide extra details.

  • Shown on invoices & online bookings (if enabled).

  • Can also be for internal reference.

Item code

Used for invoices.

Required for TyroHealth and HICAPS integrations (AU).

Duration

Set a default session length for:

  • Calendar scheduling

  • Online bookings

💡 Even if billed hourly, a default duration is required. You can still adjust the time when booking.

Buffer time

Need extra time before or after? Add a buffer for:

  • Prepping before the session

  • Cleaning & processing after

This time will be blocked off automatically in your calendar and online bookings.

Price

Choose a pricing model:

  • Fixed Price: Same price, no matter the duration

  • Hourly Rate: Price adjusts based on session length

💡 Hourly pricing auto-calculates on invoices.

Tax rate

Set the tax rate for this service- this ensures invoices calculate the correct tax.

💡 Connected to Xero? Tax rates sync automatically.

NDIS type (AU only)

Code specific for the NDIS Bulk Upload report

Default progress note template

Choose a template that automatically loads when practitioners create a progress note.

Calendar colour

Pick a colour to easily spot this service on your calendar.

Cases

Want to make cases mandatory? Toggle this on to ensure every appointment is linked to a case.

Xero invoice account

Using Xero? Select a specific chart of accounts for this service. This will override the default invoice account.

Tags for reporting

Service tags used for filtering through reports
More on service tags


Step 3: Assign Services

  1. Whenever you add a new service, you must go into Settings Locations and select the Services provided by the location.

    Whenever you add a new service on splose, you must go into Settings ➡️ Users and select the Services provided by the user.

  2. You must also go into My Account or Settings Users and select the services that you/other practitioners provide.

🎉 You're all set! Now, go to your settings page and make these changes so you can start booking appointments on your calendar →

If you'd like to learn how to manage your calendar next, we recommend checking out our calendar & appointments collection next →


Workflow example: A practice getting started with splose

Imagine you’ve just opened a small physiotherapy clinic. You’ve signed up for splose to bring everything into one place — from appointments to invoices. Here’s how you might set up services:

1. Create your core appointment services

2. Enable provider travel for home visits


Some clients prefer home appointments. You toggle Provider travel on for your core appointments or create a “Home Visit” service with provider travel enabled. Now, whenever you book a home appointment, travel defaults can be added automatically to both the calendar and invoices. No more manual tracking.

3. Create your support activities


You create a “Report Writing” support activity, set it at an hourly rate, and apply the correct item code. That way, time spent on funding reports is tracked and billed correctly.

4. Assign services to your team and clinic location


You go to Settings → Locations and assign all services to your clinic address. Then you assign “Initial Consultation” and “Follow-up Session” to your physiotherapists. This ensures that you can see these services when you proceed to the next step.

5. Start booking with confidence


Now, when a client calls for their first appointment, you can add them into splose, book the right service, link it to their case, toggle on provider travel if required and know everything from invoicing to reporting is ready to go — no extra admin.

💡 Setting up services properly means your team spends less time juggling admin and more time with clients. With splose, everything is at your fingertips from day one.


Workflow example: A multidisciplinary discipline with mixed funding streams

Picture you have an admin team that runs a busy allied health clinic with 30 practitioners across physiotherapy, psychology, speech pathology, and dietetics.

The practice supports both privately paying clients and those funded through health insurers or government programs, and operates from a central clinic with outreach to local schools and homes. Here's how your team might set up services:

1. Create appointment services for each discipline and funding stream

  • The clinic sets up services such as “Physiotherapy Initial Consult”, “Speech Therapy Session”, “Psychology Counselling” and “Dietetics Review”.

  • Some services are duplicated to reflect different funding arrangements — for example, “Physio Consultation (Private)” and “Physio Consultation (Insurance)”.

  • This ensures invoices will have the correct item code for invoices for ease of claiming.

  • Lastly, enable client communications to ensure clients are reminded of the appointment.

2. Enable provider travel for outreach clinicians


OTs and speech pathologists often visit schools and client homes. For these services, Provider travel is enabled so travel time and charges appear automatically on invoices. This saves clinicians from manually entering travel details and ensures accurate billing.

3. Add support activities for non-face-to-face work


The clinic sets up support activities like “Report Writing”, “Case Review” and “Professional Correspondence”. These are billed at an hourly rate or fixed fee, ensuring that administrative or follow-up work is captured and invoiced properly, rather than slipping through the cracks.

4. Assign services to locations and practitioners

  • In Settings → Locations, some services are only available at the main clinic (e.g., dietetics), while others are available at both clinic and outreach settings (e.g., physiotherapy home visits). These services can all be ticked for the location if you're managing 1 calendar per region/area. Tick all that apply to the specific location you are editing.

  • In Settings → Users, each practitioner is assigned only the services they provide. For example, psychologists don’t see physiotherapy services, and dietitians don’t see speech pathology services from their calendars.
    This ensures that other users can't book services that are not applicable to that practitioner as well.

5. Use cases to keep funding streams clear


The clinic toggles cases mandatory across all services. This ensures every booking is tied to the right case — whether funded by private payment, insurance, or a government program. Managers can then easily filter reports by tags and track outcomes across disciplines.

6. Manage client demand with the waitlist


With so many practitioners and disciplines, the clinic often has clients waiting for their preferred practitioner or timeslot. The admin team uses the splose waitlist to manage this demand.
When an appointment opens up, staff can quickly offer the spot to someone already waiting — helping reduce lost time and keep clients engaged.

7. Online bookings tailored for clients


On the practice’s website, clients can book initial or follow-up consultations by discipline. For some services, upfront payment is enabled. For others, payment is collected later if billed directly to an insurer. This gives clients a seamless booking experience without confusion around funding.

💡 In a large multidisciplinary practice, clear service setup plus smart tools like mandatory cases and the waitlist keep operations smooth. By structuring services carefully and using automation where possible, the clinic stays efficient while giving clients more choice and flexibility.


Troubleshooting

  • Service not showing in the calendar?
    Make sure it’s assigned to both a location and a practitioner by going to Settings → Locations and Settings → Users

  • Clients can’t book online?
    Check that online bookings are enabled for the service, location and practitioner

  • Clients can't complete payment online?

    Check that Stripe is active by going to Settings → Integrations → Stripe

  • Invoices not calculating correctly?
    Double-check your tax rate by going to Settings → Services → Edit the affected service. Alternatively, you can manually edit the affected invoice by clicking on the line item, but we recommend editing the service itself to avoid further issues.

    If rounding is the issue, we can recommend troubleshooting this after checking out our accounting rounding article.

  • Case requirement blocking booking?
    If you’ve toggled on mandatory cases within the service settings- ensure the client has an active case before booking


FAQs

Can I make cases mandatory for only some services?


Yes, you can toggle case requirements on or off at the individual service level.

What’s the difference between appointments and support activities again?


Appointments are client-facing with notifications (like Telehealth or consultations). Support activities are non-client-facing tasks (like report writing) that don’t send notifications.

Can I change the duration of a service when booking?


Yes, default durations can always be overridden when scheduling.

Do service colours affect reporting?


No, colours are just for calendar visibility. Reporting uses service types and tags.

I use Xero—do I need to set up invoice accounts for every service?


Not necessarily. If you don’t specify one, the default Xero account will apply.

Why can't I see my cancelled appointments in my calendar?


Click the Calendar filter and toggle on Show cancelled appointments. Once enabled, all cancelled appointments will appear in your view.

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