Appointments (Admin)
Configure the services your clinic offers, how patients book them, and when reminders go out.
Appointment types
An appointment type is a named service with a fixed duration and price — for example, "Initial Consultation – 60 min – $250". Appointment types appear on your public booking page and control how time slots are created in your calendar.
Creating an appointment type
Go to Admin Portal → Appointment Types → Add and fill in the fields below.
| Field | Description |
|---|---|
| Name | What the patient sees on the booking page (e.g. "Initial Consultation") |
| Duration | Slot length — 15, 30, 45, 60, or 90 minutes |
| Price | Default invoice amount created when this appointment is completed |
| Telehealth | Enables a unique video call link for each booking of this type |
| Portal visible | If on, patients can self-book this appointment type from the portal or booking page |
| Minimum booking offset | Minimum days of notice required — patients cannot book sooner than this window |
| Linked intake form | Automatically assigns this form to the patient when they book this appointment type |
| Shopify / Squarespace URL | Link to a product or booking page on your external storefront, if applicable |
Set "Portal visible" to off for appointment types that should only be booked by staff — for example, internal review appointments or practitioner admin blocks.
Editing or archiving an appointment type
Click any existing appointment type to edit its fields. To stop a type appearing on the booking page without deleting it, set Portal visible to off. If you no longer offer a service, archive the appointment type — historical appointments are preserved.
Reminder schedules
Appointment reminders are configured separately from communication triggers. They apply to all appointments clinic-wide.
Go to Admin Portal → Settings → Reminders to manage your reminder rules.
Creating a reminder rule
Each rule defines:
- How long before the appointment to send the reminder (in hours)
- Whether to send via email, SMS, or both
You can have multiple rules active at the same time.
Example setup:
| When | Channel |
|---|---|
| 24 hours before | Email + SMS |
| 2 hours before | SMS only |
Reminders are sent based on the appointment time in your clinic's local timezone. If your timezone is not set correctly under Settings → General, reminders will fire at the wrong time.
Intake form auto-assignment
When an appointment type has a linked intake form, Qliva automatically assigns that form to the patient at the moment of booking — no manual steps required.
How it works:
- Existing patients — receive a magic link email to complete the form directly. No portal login needed.
- New patients — receive an account creation email with a patient portal access link, then complete the form from there.
Form reminder schedule
Once a form is assigned at booking, Qliva sends follow-up reminders at these windows if the form hasn't been completed:
| Reminder window | Sent if form not yet completed |
|---|---|
| 72 hours before appointment | ✅ |
| 48 hours before appointment | ✅ |
| 24 hours before appointment | ✅ |
| 4 hours before appointment | ✅ |
The reminder schedule is configured on the form itself, not the appointment type. See Forms (Admin) for how to adjust this.
Linking an intake form to your Initial Consultation appointment type is one of the highest-value things you can do in Qliva. Patients arrive prepared, and your practitioner has the information they need before the appointment starts.