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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.
    • 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

❓ 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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