Setting up Your Client Portal

The Client Portal is a powerful tool you get included free with your Power Diary account. The Client Portal allows your clients (both new and existing) to quickly view, book and manage existing appointments online reducing your administration time.  You can also enable the online credit card processing feature so that your clients can pay for their appointments at the time of booking.

To use you Client Portal you'll need to first activate from within your Power Diary account and set it up work exactly as you'd like.  This only takes a few minutes.  Once this is done you can place the special link to your Client Portal on your website, Facebook page and on your outgoing emails.  You'll soon be getting new clients, bookings and payments 24 /7 without doing a thing!  

In this article:

Enabling The Client Portal

The first thing you'll need to do is enable the Client Portal. Here's how you can do this:

  1. Go to SetupClient Portal.
  2. Toggle Enable the Client Portal to switch it on. 
  3. Click Save.

Once the Client Portal is enabled, you will be able to customize it and make it work according to your own requirements. We recommend you look over each setting on this page and make sure they all suit your preferences.

Hint 💡

If your Power Diary account is connected to Stripe, you can accept credit card payments through the Client Portal. To enable this, sign in to your Power Diary dashboard and go to SetupCredit Card Billing.

Setting Up The Client Portal Notifications

You may want your clients to receive an email or SMS when they book or cancel an appointment. And you may want your practitioners (or yourself) to receive such notifications as well. All of this is can easily be enabled.

  1. Go to SetupClient Portal.
  2. Navigate to Notifications.
On this page, you can select a custom template for each of the three events. (These are added under ToolsCommunicationTemplates):
  1. When a new client registers through your Client Portal
  2. When a client books an appointment with you
  3. When a client cancels an existing appointment

Once you select the templates for the three events, you can select who gets the notifications. You can send notifications to diary contacts, clients or any other email address of your choice.

Once you're done selecting templates for the notifications - and have turned on notifications for the relevant people, just click Save to apply the changes you've made.

Customizing the Client Portal 

You can customize the look and feel of your Client Portal to suit your business - so it blends in with your existing branding. To modify the branding of the Client Portal, follow the steps below.
  1. Go to Setup Client Portal
  2. Navigate to Branding.

Changing The Logo and Background Color

On this page, you can customize two important aspects of the Client Portal:
  1.  You can upload a header image (logo).
  2. You can set the background colour. For the colour, we recommend either setting it to white or choosing the same background colour as your website so that the user feels a smooth flow from your site to the booking process.

Adding Custom Booking Instructions

You may also want to add some custom text to the Client Portal.

You can do this by going to SetupClient PortalAccess and Settings. Scroll down until you see the Special Booking Instructions field. Here, you can add any text that you like.

Adding Terms and Conditions

You also have the option to define Terms and Conditions for your clients. Clients need to tick a box stating that they agree to them prior to confirming their booking, without which they won't be able to book an appointment with you.

Verifying New Clients

When a new client you don't know signs up through the Client Portal for the first time to book an appointment with you, it's a good idea to verify their identity. Power Diary makes it easy for you to do this by offering Email and SMS verification. By enabling this feature, you also ensure that every new client that signs up through your Client Portal is providing valid contact details.

Email and SMS Verification: How it Works

  1. When a new client signs up through your Client Portal, they can enter their email address or phone number to verify their identity.
  2. Once done, the client will receive an email in their inbox containing the verification link or an SMS with a short verification code depending on the verification method you selected in the settings.
  3. All the client has to do is click on the verification link or enter the verification code and they will be redirected to your Client Portal where they can book an appointment with you.

Note

With SMS verification, Power Diary sends a SMS from your account. This is charged as one SMS and will show up in your SMS Usage Report as 'Activation Code Fee'.

Of the two verification methods, we recommend you choose SMS verification for two main reasons:

  1. It is easy to use for your clients: With SMS verification, clients have to pick up their phone, look at the code and enter it on your Client Portal, which is fast and easy. With email verification, your emails might arrive late in your client's inbox or worse - become flagged as spam. This means your clients might run into trouble finding your verification email.
  2. It ensures only real customers sign up: When you confirm identities via SMS, you ensure that only real people sign up - since the phone companies have already done the hard work of verifying the user. With email, this isn't the case as anyone who creates an account can fake their name, age, location and more.

Nominating Available Services

The Client Portal not only lets your clients book appointments with a clinician of their choice - it also lets them choose the exact service they want in their appointment.

That's why you want to make sure your Client Portal shows the right services for each and every clinician in your Power Diary account. This will make sure clients can only book for those services your clinicians can actually perform.

With that being said, here's how to enable/disable services for clinicians in the Client Portal:

  1. Go to Setup Client Portal
  2. Navigate to Available Services.

Here, you will see two options:

  1. Group by Diary: On this page, you can set which clinician can offer which services by enabling/disabling a service for their diary. 
  2. Group by Services: On this page, you can select a service and choose for which clinician(s) that service will be available for booking purposes.

After you make the changes, Power Diary will automatically apply your desired settings to your Client Portal, making it easy for your clients to book the right services with the right clinicians.

Nominating Available Times

The times that show up as available for a diary in the Client Portal is determined by that diary's rosters. You can add and manage rosters by going to SetupRoster

Have questions?  Need help with anything?  Let us know. Jump on a live chat with one of our Support Team or email us on support@powerdiary.com.

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