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Setting up Your Kalix Account For Virtual Appointments (Telehealth)
Setting up Your Kalix Account For Virtual Appointments (Telehealth)

How to set-up your Kalix account to run virtual (telehealth) meetings

Updated over a week ago

This support article provides an overview of how to set up your Kalix account to run telehealth sessions in Kalix. It is broken down into five steps:

Article Contents

Step 1 - Set up Your Appointment Types

Kalix allows you to create and customize your own appointment types. Options include entering your own appointment names, display price, and description, associating billing items or invoice items with appointments, setting up appointment durations, and making them telehealth enabled. 

By enabling telehealth against certain appointment types, Kalix will automatically make all appointments scheduled with those appointment types telehealth.

On the appointment type page, check the Telehealth Enabled on the top right of the screen.


Alternatively, Kalix supports making any appointment a telehealth one via the appointment calendar. Create the appointment just as a regular appointment. Just make sure the Enable Telehealth checkbox is selected.

Step 2 - Enabling Messaging & Automated Appointment Messages (Notices & Reminders)

Your clients will access virtual appointments using a secure weblink and access code. The link and code can automatically be sent ahead of the appointment via Kalix's Appointment Notice and Appointment Reminder feature.

Enabling Messaging

Before Kalix can send automated appointment messages, you need to enable messaging in Kalix. For step-by-step instructions on this, please click on the link below.

Automated Messages section of the Messaging Settings page


Appointment Notices & Appointment Reminder Messages

Kalix allows you to send automated messages (including appointment notices and reminders) using a choice of three different methods; email, SMS (text message), and text-to-voice. 

You can customize the appointment message templates to make them more personalized. This customization includes the addition of autotext fields that support the automatic addition of client and appointment-specific information before sending. 

There is a specific autotext field for telehealth, which is shown below. If an appointment is virtual, this merge must be included in the message template for the client to receive the secure weblink and access code.


If sending email appointment messages, Kalix will automatically add the information about how to connect to the meeting, including the meeting link and access code. 

SMS and Text-to-voice

If using SMS or text-to-voice messages, you may need to edit your appointment notice and reminder message templates to include the telehealth autotext field.

Adding Auto Text Fields

  1. Place your cursor in the location you wish to add the merge field tag (as you would when starting to type)

  2. Click on the Auto Text

  3. Select the telehealth auto text field.

  4. Kalix will add the autotext field in the selected location.

Step 3 - Run a Test Telehealth Session

We highly recommend running a test telehealth session before conducting a live one with actual clients.

This will help you become familiar with the telehealth controls and allow you to set up your computer. We also encourage you to choose the computer and internet browser you plan to use when conducting client sessions.

Scheduling a Test Telehealth Session

Schedule an appointment through Kalix's Appointment Calendar feature. Create the appointment just as a regular appointment. Just make sure the Enable Telehealth checkbox is selected. 

Link to this appointment to a "test" client. Some people like to create test clients with their own details. Others set up a friend, colleague, or family member. 

To start the virtual appointment, select the camera icon on the far left of Kalix. Next, click on the appointment you wish to start.

Alternatively, click on the Start Meeting link located on the Edit Appointment screen (the screen that appears after an appointment slot is clicked on).

For instructions on running a telehealth meeting, please use the below button.

Step 4 - Set up the Meeting

You can do a few key tasks when preparing for a telehealth meeting to ensure things go smoothly.

  1. Headset: Use headphones with a speaker (or headset) to avoid audio feedback and echo.

  2. Computer is up-to-date: Check that your computer and browser are up-to-date.

  3. Strong internet connection: Connect your computer to the router using a wired Ethernet jack to prevent Wi-Fi dropouts and speed issues.

  4. Grant Kalix Permission: when starting the meeting, you must grant the program permission to use your camera and microphone.

  5. Test Microphone & Speaker: make sure you have selected the correct options and they are working correctly.

By following these simple tips, you'll be well on your way to having a successful telehealth meeting.


You require a camera plus microphone and speakers or a headset to conduct telehealth sessions. Headphones with a speaker (or headset) are preferable to avoid audio feedback and echo.

Internet Connection Strength

On the set-up screen, you can see the status of various elements of your meeting, including internet connection strength.

Connection Strength is how strong your internet is connected to the telehealth meeting. Green is a good connection, and red is a poor or interrupted connection.

If your connection is poor, you may receive low-quality video and audio, experience stalling, or have no video at all. Poor connections are related to your internet's upload and download speed.

Good internet download AND upload speed are required for quality telehealth meetings. Even some superfast internet plans with fast download speeds can have slow upload speeds. You can conduct an internet speed test by clicking here.

Below are our recommended minimum upload and download speeds:

Tips for Better Connections

  • Close other applications that use the internet, especially those playing music or video.

  • Cancel any file downloads or uploads that are in progress.

  • Connect your computer to the router using a wired ethernet jack. This prevents Wi-Fi dropouts and speed issues.

Grant Kalix Permission

The first time you use Kalix's telehealth feature, you must grant the program permission to use your camera and microphone. You may need to do this again after running updates on your computer.

An example is shown below using the browser Chrome.

This is the notification as it appears using the Safari browser.

It is most important you select Allow. By clicking Block, you will prevent audio and video from working during the meeting.

Allowing Camera, Microphone & Screensharing on macOS (Chrome & Firefox)

For macOS using Chrome and Firefox browsers, Apple has introduced additional security for cameras, microphones, and screen sharing. As a result, you may need to adjust your Security & Privacy settings to enable these for use during a telehealth session.

1. On your Mac desktop, open System Preferences.

2. Choose Security & Privacy.

3. The Security & Privacy window will appear. Select the Privacy tab (as shown below), followed by Camera.

Note: To make changes, you might need to click on the padlock icon on the bottom left of the window.

4. Enable Google Chrome or Firefox.

5. Next, click on Microphone and enable Google Chrome or Firefox.

6. Select Screen Recording and allow Google Chrome or Firefox again.

7. You may be prompted to quit Chrome or Firefox for the changes to take effect. A reboot of your computer may also be required.

Allowing Video & Audio Access After Blocking

If you block Kalix from accessing your video or audio by mistake, you must unblock access (as shown below).

Chrome & Edge



  1. Open Safari Preferences.

2) Navigate to Websites.

3) Go to the Camera and Microphone tabs.

4) Change access to Allow. The website will be ''

5) Restart Safari.

Test Your Microphone & Speaker

1) To test audio (microphone and speaker), click on the arrow next to the microphone icon.

2) The volume bar will light up green if the sound is detected from your microphone (make sure you are speaking into your microphone to test this out).

3) Hover your cursor over your applicable speaker option, and the test button will appear.

4) Click test. You should hear a dial tone if the speaker is working correctly.

6) Click on the speaker and microphone to select and use.

To instructions on using Kalix's telehealth feature, please use the button below:

Step 5 - Test Joining the Meeting as a Participant

We also strongly recommend you join a "test" meeting as a participant at least once. This will give you a better understanding of participants' workflow as they interact with you via Kalix. It can also assist you in providing troubleshooting to participants if they are having issues connecting.

You can run a test telehealth session as both the presenter and the participant simultaneously.

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