This article will take you through each setting that will need to be adjusted in order to use Online Booking. It covers various aspects such as managing clinics, teammates, promotions, eGift cards, memberships, and configuring the web settings. Following this guide will help you easily navigate through the setup process and enable you to efficiently utilize the online booking portal for your business.
Manage Clinic Settings for Online Booking OR eCommerce Only
1. Once inside Aesthetic Record on the web, click the Settings Gear in the top right.
2. Click "Manage Clinics"
3. Click "Edit" for your clinic.
4. Decide whether you want your clinic to be available for Online Booking or if you only wish to offer eCommerce.
If you have online booking selected, patients will be able to purchase promotions/memberships/eGift Cards and book online (pending that your services are configured.)
If you have the eCommerce only box checked, patients will not be able to book online, but instead they will only be able to purchase packages, memberships, & eGift Cards (if you have those settings turned on.)
If you do not wish to show your clinic for either, you will want to uncheck both boxes
Your Business Hours will display the general times of which your clinic is open (specific times depend on the provider schedule.)
Be sure to also add any additional information that you'd like listed for online booking, such as parking information, etc.
Turn Providers On For Online Booking
5. Now select "Teammates"
6. Click "Users"
7. Select the User you want to enable for Online Booking and click Edit next to their name.
8. To add a photo to be displayed on your booking page, click here.
9. Scroll down to where it says "Is available in Online Booking for Customers" and click Yes.
10. You can edit your Display Name and your Bio for the Online Booking Page.
Turning On a Promotion for Online Booking Portal
11. Click "POS"
12. Click "Promotions"
13. Select the Package or BOGO you want to display on your booking page.
Alert: Dollar and percent off discounts cannot be displayed on your booking page. You can only display your package and BOGO offers.
14. Click "Available on Booking Portal"
Next, add in a name for example "Microneedling Package of 3"
Enter in the description - this would be the details of what the promotion is offering.
Upload an image that you would like to be associated with this promo.
NOTE: Keep in mind these online booking fields are ALL visible to the patient!
Display Memberships on Online Booking Page
15. Click "Patient Loyalty"
16. Click "Edit" next to the membership you want to display or click "Add new type".
17. Locate where it says "Do you want to show this membership on Patient Portal?" and toggle it on.
Then, update the membership description for the booking portal so the patient can see what the membership entails when they sign up online.
Sell e-Gift Cards Via Online Booking
18. Click "eGift Cards"
19. Select the eGift Card you want to display.
20. Be sure to select "Available For Purchase On Booking Portal" and update the dates in which your clients can purchase online.
Customize your Online Booking Page
21. Click "Appointments" at the top.
22. Click the wrench icon.
23. Click "Smart Configuration"
24. Click "Booking Portal"
25. Click "Web Configuration"
26. Under Practice Introduction & Description, add in any relevant information about your clinic to be displayed under the "Book an Appointment" tab on your booking page.
Select which of the following items you would like to be displayed as tabs at the top of your booking page.
You can also enter your GA4 Measurement ID for Google Analytics.
Tip: For detailed instructions on setting up your GA4 Measurement ID, refer to this article: https://learn.aestheticrecord.com/portal/en/kb/articles/adding-a-ga4-measurement-id-to-the-online-booking-ecommerce-portal
27. To have a phone number, external website, or email publicly displayed on your booking page, edit here.
Choosing a Theme For Online Booking
28. To edit the color scheme of your booking page, click "Theme"
29. Choose your color and click Save.
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