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.
Note: The Online Scheduler is available as part of the Virtual Package
subscription with Kalix.
This document will detail the Preview and Settings pages for the online scheduler. Please click here for step-by-step instructions about setting up your Kalix account to accept online appointments. 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 page section if your Kalix account is not fully 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.
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). Select the button below to see how to add the code to other website builders.
You can also embed the link to a particular appointment type, location, or clinician by enabling the Show Advanced feature and applying the filters.
If you don't have a website, you can share the direct link to your online scheduler by clicking on Direct Link and copying the link.
You can also share a direct link to a particular appointment by enabling the Show Advanced feature and selecting the different filters. Once you have applied the filters, you can copy the link to that appointment type.
Kalix allows you to select the coloring of your scheduling widget. Use the color pickers to choose the following:
highlight color (used for buttons and object selection)
paper (or foreground) color
To edit a color, use the following steps:
Click on the relevant field, and the color picker will appear.
Please select the color slider to move it up and down to choose a color.
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).
Alternatively, enter your desired color's hex code.
Click outside of the color picker to select your chosen color.
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 and 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, click to turn the switch off.
This section has several options to configure when your clients can schedule appointments.
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 you will take appointments in the future. This feature helps stop clients from scheduling appointments that occur too far in advance. For example, if you enter three here, you will not have any available appointments further than three months in the future.
Suggested Appointment Start Time Frequency
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 60 minutes and a client selects 9:15 as their 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.
Appointment Buffer Time
The buffer between appointments adds free time between sessions booked via the online scheduler. It is a way to automatically block out a fixed period before and after each booking.
For example, if you enter 15 minutes, there will be 15 minutes of free unscheduled time between sessions, and 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.
Maximum Appointments Per Day
This is the maximum number of client-related appointments allowed to be booked per day per clinician.
Show Group Size
This is the maximum amount of clients allowed to book a group appointment.
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 periods within your weekly schedule, e.g., lunchtime.
Non-client Related Appointments: Kalix allows you to set up and schedule non-client-related appointment types. You can use non-client-related appointments to schedule 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: Name and email are compulsory fields that cannot be switched off.
Insurance Details (the 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 setting up your appointment types.
Credit Card Details and Upfront Payments
You can also set up the scheduling widget to require clients to save their credit cards 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 setting up your appointment types.
These miscellaneous settings 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, the 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 get in touch with us for further 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 randomly assign a clinician 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.
Enter wording to add customized text above the notes question on the scheduling widget's client registration page. By doing this, you can direct clients to enter other information on scheduling, e.g., the reason for visit and referral source.
Below is how the field appears on the scheduling widget.
Enter any terms and conditions clients must agree to before scheduling online appointments into the scheduling agreement field.
An example of an agreement included on the Kalix scheduling widget is shown below.
Once your clients have signed, entered their names, and scheduled the appointment, the agreement will be saved against the Documents section of their client cover page.
Please leave the field blank if you do not wish to include any legal agreement here.
Kalix allows you to customize the information on the appointment confirmation page.
Note: Kalix will bypass this page if you use the Confirmation Page Redirect.
An example of the confirmation page is shown below.