What this guide covers
This guide walks you through the entire appointment booking process in splose, including:
Selecting a location and practitioner
Choosing a client
Selecting a service
Linking a case
Setting the date and time
Assigning a room or resource
Enabling provider travel
Setting recurring appointments
Adding appointment notes
Whether you're new to splose or need a refresher, this step-by-step breakdown ensures you can schedule appointments efficiently and accurately.✨
Before creating your first appointment, make sure you have:
Created your services.
Assigned your services to your location and users.
The difference between an appointment & a support activity
Before you create an appointment it is essential to understand the difference between appointments and support activities to ensure that you choose the correct option, as they enable different features.
Appointments are client-facing services, such as consultations or telehealth sessions. When selected, you can enable features such as provider travel, telehealth, and appointment templates. Appointments also send notifications to clients and can include travel details and charges on invoices.
Support activities are non-face-to-face services, such as report writing or billable communications. These do not send notifications to clients and do not allow you to link travel. Support activities are tracked separately for reporting and billing purposes.
See this article if you wish to create a support activity.
Creating an appointment
To create an appointment:
1. In the columns under the desired location and practitioner, select the time slot you would like to book an appointment for and click Appointment.
2. Enter the client’s name and select the client from your existing clients, or create a new client. If a client has a client alert, such as needing wheelchair access, it will appear on this screen after they have been selected.
For appointments, splose allows you to view any waitlisted clients that have a matching day, time, and practitioner filter in the waitlist entry.
Creating an appointment for a client will create a relationship and link that client to that practitioner moving forward.
3. Select your service.
💡 Only services that are enabled for the location and practitioner will be visible here.
4. Link the appointment to an existing case to ensure the session is tracked and allocated correctly for the client.
Can’t see your existing cases in the calendar?
It’s likely the issue or expiry dates on the case don’t match the date of the appointment.
Here’s what you can do:
Create the appointment without linking a case
Head to the client’s profile and update the case dates
Then, link the appointment to the case from there
5. Confirm the date and time. The date and start time are automatically set to the slot you selected on your calendar, but both can be manually adjusted if needed. The end time defaults to the duration set in the service’s settings.
6. Assign a room or resource to ensure the appointment appears in the rooms/resources calendar and avoid double-booking.
7. If travel is required, toggle Provider Travel on.
The address will be pre-filled with the client's listed address, but can be changed if needed. Any address change will be applied to all recurring sessions in this sequence without altering the client's saved address.
📍 Need directions? Once the appointment is created, click on the appointment, then select the address to open it in Google Maps.
🧾 Invoicing:
When billing, two invoice line items will be created:
The appointment
Provider travel (including any configured travel costs).
📍 Provider travel - non-labour costs
This also carries over default service values and is pre-populated into the invoice as a separate item line once generated.
8. For recurring sessions, customise your repeat rules. If a clash occurs when booking a recurring session, you have the option to fix conflicts before confirming. If it's the same client, same day, and same practitioner, splose will alert you.
9. Want to add notes to a recurring appointment? Create a note that will apply to all sessions in the repeat sequence. You can update notes after creation, but this won’t affect previously booked sessions in the sequence.
10. Once everything’s set, click Create to save the appointment. If anything required is missing, splose will prompt you to complete the details before moving forward.
Once an appointment is created, you can do the following from the appointment modal:
Edit the appointment
View any forms attached
Add an appointment note
Create a Zoom, Google Meet or Microsoft Teams Meeting (if enabled in services settings)
Book another appointment
Reschedule the appointment
By following these steps, you’ll keep your schedule organised and appointments running smoothly- handled in just a few clicks.🙌🏻