Set Up Online Scheduling

Online Scheduling allows your customers to select an appointment that works best for them. It gives you control over what calendar times customers can select and allows you to confirm each request.

This is a premium feature and may not be a part of your current Weave software.

Video Overview

Once the online appointment request feature has been enabled, you will need to get your office hours and appointment types set up if you do not have an integrated management system.

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Non-Integrated Setup Integrated Management Systems

Edit Office Hours

  1. Log into Weave Portal and select Computer.svg Online Scheduling from menu on the right
  2. Click Settings from the dropdown
  3. Click Edit Office Hours 
  4. Enter your desired Appointment Lead Time by selecting how many days and/or hours you require as a buffer before an appointment can be requested
  5. Select the Required Number of Appt. Times a patient must choose in their appointment request to give your office more schedule flexibility

    Tip: Requiring customers to choose multiple appointment times will increase the chances of finding a time that works for you and the customer.

  6. Select which days of the week your office is open, adjust the Start Time and End Time for each day, and Add Break(s) each day for lunch, breaks, staff meetings, etc. that can't be requested
  7. Review your Request Hours and click Back at the top when finished

Note: If you don't set your Schedule Availability, the online requests will default to 9 a.m. to 5 p.m., Monday through Friday.

Manage Appointment Types 

Adding appointment types allows your customers to choose the right service when making online scheduling requests. 

  1. Select Computer.svg Online Scheduling from the left navigation menu in the Weave Portal
  2. Click Settings 
  3. Select Manage Appointment Types
  4. To create an appointment type, click Add in the top right corner 
  5. Give your appointment type a name (e.g. New Patient, Check Up, Tune Up)
  6. Match the appointment type to the correct appointment time in your management system
  7. Set the duration for the appointment
  8. Set the appointment frequency (10, 15, 20, or 30 min.) at which this appointment type will available for scheduling 
  9. Select the desired Provider
  10. Select Save
  11. Review your appointment types and click Back at the top when finished

Once you have added and configured your desired appointment types, you can Edit.svg edit orTrash.svg deleteTrash.svgthem as needed. 

Edit Text Templates

Online Scheduling can automatically send customers a text message to confirm when a request has been submitted and then again when approved by your staff.

  1. Select Computer.svg Online Scheduling from the left navigation menu in the Weave Portal
  2. Click Settings
  3. Click Get Started in the Create text templates section
  4. Click Edit to preview and edit your Requests Received Template or Confirmation Template
  5. Customize your templates by adding text, Packets/Forms, or additional variables as desired
  6. Preview your message
  7. Click Save
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