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Setting Up Available Services and Times on Client Portal

Configure your client portal to offer right mix of services and available times

Setting up the right mix of services and available times on your Client Portal helps clients book with confidence while ensuring your team’s schedule runs smoothly. In this guide, you’ll learn how to prepare your services, configure practitioner availability across different locations, and control exactly what appears in your Client Portal. With these settings in place, your clients will see accurate service options and real-time availability, making online bookings simple and reliable for everyone.

In this article:

Recommended Settings Checklist

✅ If you offer services in multiple locations, set them up in User Menu > Account Settings > Practice > Locations. See the detailed guide here. For example, you can have different locations for your face to face, telehealth and phone sessions, or different practice buildings.  

✅  Set up service templates for each service you'll be offering for online bookings. This is done in User Menu > Account Settings > Billing > Services. See the detailed guide here. 💡 The order of services in User Menu > Account Settings > Billing > Services controls the order users see services in dropdowns throughout Zanda and clients see during Client Portal booking. To change the display order, reorder the services in the Services list.

Service template fields relevant to client portal behavior:

    • Name, Duration, Price, (Tax if applicable)– displayed to clients when booking.
    • Category (optional) – helps clients filter services.
    • Location – limits the service to selected locations
    • Portal Deposit – optional upfront payment for online bookings, available when a Stripe account is integrated with your Zanda account. You have the option to pass on Stripe transaction fees to clients by transparently adding these charges to their invoices, helping your practice manage card processing costs more effectively.
    • Client Portal Availability – controls which practitioners can offer the service for online bookings. Select No Practitioners to keep the service active in your account but hide it from Client Portal bookings.
    • Active – determines whether the service appears at all in your Zanda account selections.

✅ Set up your practitioner(s)' availability in each location. See the detailed guide here.

This is an example of how a practitioner's availability will appear on a client portal: 

  

Managing Services Available On Client Portal

To customise the order that services appear, simply navigate to Account Settings > Billing > Services. There, you can drag and drop the services into your preferred order, and this will be reflected both in your Zanda account services lists and on the client portal at the time of booking. 

Once your service templates are ready, you can choose which ones to display in your client portal and assign them to specific practitioners as needed. 

  1. Go to User Menu > Account Settings > Schedule > Client Portal.
  2. Navigate to Available Services.

Here, you will see two options:

  1. Group by Practitioner: On this page, you can specify which services each practitioner is available to offer by toggling the services relevant to them. 
  2. Group by Services: On this page, you can select a service and assign which practitioners are available for bookings under that service.

 

Once you’ve assigned services to practitioners and enabled them for online bookings, Zanda will automatically update your client portal with these preferences. This ensures clients can easily book the appropriate services with the right clinicians.

Important Note: Restricting a service to specific practitioners using these settings only affects Client Portal bookings.

When your team manually books an appointment or creates an invoice internally within a Zanda account, all active services remain available for selection across all practitioners.

Nominating Available Times

The times that show up as available for a practitioner in the Client Portal are determined by that practitioner's availability.

When you are on the User Menu > Account Settings > Schedule > Client Portal > Access and Settings page, you can scroll down to the bottom of the page to the 'Set your available times and services' section and click the 'User Menu > Account Settings > Team > Availability' link provided.

You can also add and manage availability by going to User Menu > Account Settings > Team > Availability directly any time. 

 

  • Practitioners must have availability set for the correct location and time blocks where “Online Bookings ” toggle is enabled.


  • There are some other ways to limit practitioners' availability on the client portal for one-off cases, such as public holidays, annual or sick leave, etc. See our detailed guide about managing availability tips and tricks here. 

💡 Important Note:  Make sure you have set your time zone correctly in your Zanda account. By doing so, the availability times you have set in the availability will display exactly the same way to your clients in the Client Portal. If your clients live in a different time zone, the Client Portal will display the availability times to those clients according to their device time settings.

✅To set the account time zone, go to User Menu > Account Settings > Practice > Business Info.

✅ To set the client's time zone, go to Client Profile > Details

Frequently Asked Questions

❓ How do Client Portal services connect to billing, prices, and client access?

Client Portal bookings use the service templates you set up under User Menu > Account Settings > Billing > Services. When a client chooses a service online, Zanda creates the appointment from that selected service and generates the linked invoice from the same service, including its price, tax, and Portal Deposit settings where applicable.

If you use DVA or another claiming workflow, add the correct service code to the service template before you make the service available online. The Client Portal booking creates the appointment and invoice from that service; your team still completes the claim through the relevant claiming workflow after the appointment is booked.

Clients see service names, descriptions, duration, and available times during booking. They only see service prices when Show Service Price is enabled under User Menu > Account Settings > Schedule > Client Portal > Access and Settings. Internal billing codes and claiming details are managed in Zanda and are not presented as separate booking choices for clients.

The services a client can book are controlled by the service, location, practitioner, and availability settings. If Clients Can Book With Any Practitioner is enabled, clients can book with any practitioner who has matching online availability and enabled services. If it is disabled, existing clients can only book with their primary or assigned practitioners, so they will only see services connected to those practitioners' online availability.

❓ Can I hide a service from online bookings without deactivating it?

Yes. Keep the service active, then remove its Client Portal availability so clients cannot select it when booking online. To do this, go to User Menu > Account Settings > Schedule > Client Portal > Available Services and turn the service off for each practitioner, or edit the service under User Menu > Account Settings > Billing > Services and set Client Portal Availability to No Practitioners.

Deactivating a service removes it from appointment, invoice, and Client Portal selections. Use deactivation only when your team no longer needs to use the service in Zanda.

❓ Can I set up mini consultations on the Client Portal?

Yes. Set up mini consultations as their own service, then make that service available to the right practitioners and booking times.

For a mini consultation setup, we recommend:

  1. Create a separate service for the mini consultation with a clear name, duration, price, description, and location.
  2. Use Client Portal Availability on the service to choose Some Practitioners or All Practitioners, depending on who should offer the mini consultation online.
  3. Set practitioner availability for the correct location and enable Online Bookings for the time blocks where clients can book the mini consultation.

Clients will see the mini consultation as a separate service during online booking. The service duration controls the appointment length, and the available times depend on the practitioner, location, and online booking availability you have set.

❓ How many locations can be shown on the Client Portal?

The Client Portal can show every active location that has online-bookable practitioner availability and at least one available service; it does not use a separate location selection limit.

If a location is not appearing for clients, check these setup areas:

  1. Go to User Menu > Account Settings > Practice > Locations and confirm the location is active.
  2. Go to User Menu > Account Settings > Team > Availability and confirm the practitioner has availability at that location with Online Bookings enabled.
  3. Go to User Menu > Account Settings > Schedule > Client Portal > Available Services and confirm at least one active service is assigned to a practitioner who works at that location.
  4. If the service uses the Location field, confirm the selected location includes the place clients should be able to book.

❓ Can I offer home visit services through Client Portal bookings?

Yes. Set up a dedicated location and service for home visits, then use service locations, practitioner availability, and Client Portal available services to control when that home visit service appears online.

Clients choose the booking location by name. For home visits, use a clear location or service name and confirm the client's visit address through your normal intake or booking follow-up process.

For a home visit setup, we recommend:

  1. Create a location for home visits under User Menu > Account Settings > Practice > Locations.
  2. Use the In Person location type for physical home visits. The available location types are In Person, Phone, and Telehealth Video Call, so home visits are best represented by the location and service name rather than a separate location type.
  3. Create or edit a home visit service under User Menu > Account Settings > Billing > Services. Use the service Location field to limit that service to the home visit location.
  4. Set the service Price and, if you use Stripe, the Portal Deposit to collect an upfront payment. If home visits need a different fee, create a separate home visit service with its own price rather than relying on a separate surcharge during booking.
  5. Set practitioner availability for the home visit location and enable Online Bookings for the availability blocks you want clients to book.
  6. Go to User Menu > Account Settings > Schedule > Client Portal > Available Services and assign the home visit service to the practitioners who offer it.

Client Portal bookings create appointments directly from the available service, practitioner, location, and time the client selects. If a practitioner needs to review whether a home visit is suitable before clients can book with them, limit which home visit services and practitioners are available online, or use the triage workaround in Setting Up Online Bookings on Client Portal.

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