Kalix Online Scheduling feature allows you to add a widget to your practice's website so that you can accept bookings 24/7. All bookings will sync with your Kalix appointment calendar, client files, bills, and automated appointment messages. 

Kalix's online scheduling is supported on PCs, Macs, tablets, and smartphones.
  

    

This document will detail the Preview and Settings pages for the online scheduler. For step-by-step instructions about the process of setting up your Kalix account to accept online appointments please click here. For instructions on adding the scheduler to your website please click here.


Contents of this article


Online Scheduling - Preview  

The Preview page, guides you through the set-up of your Kalix account to support online scheduling. It also contains your scheduling widget code, supports the customization of the scheduler's theme, and provides a preview of what your scheduler looks like.  
  


 Online Scheduler Set-up

You will only see this section of the page if your Kalix account is not set-up to support online scheduling.
  

 
Select the manage buttons to set-up the different aspects of your account. For in-depth information on account set-up, click on the button below.
  

  


Widget Code

The Preview page also contains the scheduler's code that you will add to your practice's website to embed the scheduler there.

  

 
Use the copy button (shown above) to copy the code to your computer's clipboard. Paste this into the HTML editor of your website builder and you are ready to accept appointments online.
  

 
An example of this process is shown above (for a Wix website). To see how to add the code to other website builders, select the button below.

  

  


Scheduler Theme

Kalix allows you to select the coloring of your scheduling widget. Use the color pickers to choose the following:

  • background-color

  • highlight color (used for buttons and object selection)

  • paper (or foreground) color 

  

 
To edit a color, use the following steps: 

  1. Click on the applicable field and the color picker will appear. 

  2. Select the color slider to move it up and down to select a color. 

  3. Then move the circular marker or click in the color field to select the color's intensity (intensity increasing from left to right) and darkness (darker from top to bottom). 

  4. Alternatively, enter your desired color's hex code.

  5. Click outside of the color picker to select your chosen color.

 

  


Scheduler Preview

This page also contains a preview of your online scheduler. Note: if you book an appointment using this preview, Kalix will create a tentative appointment on your appointment calendar.
  


Online Scheduling - Settings

The Settings page allows you to enable and disable the online scheduling feature, as well as further configure your widget.
  

  


Enable Online Scheduling

To enable the Online Scheduling functionality, click the switch at the top of the page.
   

To disable this feature at any time, just click to turn the switch off. 


Scheduling Limits

Under this section, there are a number of different options to configure when your clients can schedule appointments.
    

Minimum Notice

The minimum number of hours notice before appointments can be booked.

Use minimum notice to prevent clients from making last-minute appointments, without enough notice for you to prepare.
    

Maximum Advance Booking

This is the maximum number of months in the future you will take appointments. This feature is useful to stop clients from scheduling appointments that occur too far in advance. For example, if you enter 3 here, you will not have any available appointments further than 3 months in the future.
    

Suggested Appointment Start Time Frequency 

This is the frequency of appointment start times Kalix will offer your clients (using your availability). For example, if you enter 15 minutes, Kalix will offer your clients' appointment start times every 15 minutes i.e. 9:00 am, 9:15 am, 9:30 am, etc.

The suggested appointment start time-frequency is independent of the appointment duration. For example, if your appointment duration is set to 60 minutes and a client selects 9:15 as their appointment start time, the appointment end time would be of course 10:15 am. Your next client (if your time between suggested appointment start times is 15 mins) would be offered appointments start times at 10:15 am, 10:30 am 10:45 am, etc.
    

Buffer Between Appointments

The buffer between appointments adds free time between sessions booked via the online scheduler. It is a way to automatically blocking out a fixed period of time before and after each booking.

For example, if you enter 15 mins, there will be 15 min of free unscheduled time between sessions, that appointments cannot be scheduled.
    

If you do not wish to have any buffer time between appointments enter 0 here.
    

Buffer Time For Individual Appointments

Kalix also allows you to adjust the buffer time for individual appointment types. You do this via the Buffer Time Override functionality against appointment types.  Use the buffer time override to apply a different buffer time from your default.
    

    


Other Options for Scheduling Out Time

There are other ways to block your time, rather than using buffer time. They are detailed below:

Availability: Kalix's Availability feature supports you to block out specific time periods within your weekly time schedule e.g. block out lunchtime.
    

   

Non-client Related Appointments: Kalix also allows you to set-up and schedule non-client related appointment types. You can use non-client related appointments to schedule out ad hoc times you are unavailable e.g. meetings.
  

    

Maximum Appointments Per Day

If you would like to limit the total number of appointments (per clinician) a day, enter the number here.
 


Client Details Fields

Under this selection, you can select whether clients are required to enter the following details on appointment booking: sex, date of birth, address, and cell phone number.
    

Note: Compulsory fields that cannot be switched off are name and email address.
    

Insurance Details (USA only)

You can also set-up your scheduler to support the entry of insurance details on appointment scheduling. This feature is enabled at the individual appointment level via the set-up of your appointment types.  By allowing the enabling of this feature at an appointment level means your clients do not need to enter their insurance details for appointments that are cash pay only. 

    

Credit Card Details and Upfront Payments

You can also set-up the scheduling widget to require clients to save their credit card to file (supported for Stripe integration only). As well as make full or partial payment (supported for Stripe and Square). These features are again enabled at the individual appointment level via the set-up of your appointment types

    

    


Other Settings

These are other miscellaneous settings that can be used to customize your online scheduler.

  

Confirmation Page Redirect

Kalix allows you to redirect your clients to a specified web page after they have submitted their appointment requests. For security purposes, web page must be https.

Note: For Advanced users (some programming required) - when Kalix redirects to your specified page, we add additional query parameters that allow you to work out which appointment type/location/clinician was selected for tracking purposes. Please contact us for additional details on this.
    

Allow Clinician Selection 

Turn on to allow clients to choose the clinician they want to see (according to your availability). By disabling this option, Kalix will skip the practitioner selection step and automatically assign a clinician at random to conduct the appointment from those available at the selected time.
    

Payment Receipt Bill Template 

If you require upfront payments for booked appointments, select the bill template Kalix will use to generate the client receipt. Kalix allows you to set-up customized bill templates via the Bill Template page.
  

    


Notes Section

Enter wording here to add customized text above the notes question on the scheduling widget's client registration page. By doing this, you are able to direct clients to enter other information on scheduling e.g. reason for visit, referral source.
  

Below is how the field appears on the scheduling widget.
    


 Scheduling Agreement

Enter any terms and conditions clients must agree to before scheduling online appointments into the scheduling agreement field.
  

  

Entering an agreement here means your clients will be required to electronically sign, before their booking can be completed. You may wish to add your HIPAA Notice (or other privacy policy) and/or your practice policy.
 
An example of an agreement included on the Kalix scheduling widget is shown below.
  

 
Once your clients have signed, entered their name, and scheduled the appointment, the agreement will be saved against the Documents section of their client cover page.
    

 
If you do not wish to include any legal agreement here, please leave the field blank.
  


Confirmation Page 

Kalix allows you to customize the information that appears on the appointment confirmation page. 

Note: if you are using the Confirmation Page Redirect, Kalix will bypass this page.
  

 
An example of the confirmation page is shown below.
  

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