--- title: Configuration and Setup Processes for Profile's Online Booking Solution slug: portal-sub/configuration-and-setup-processes-for-profiles-online-booking-solution docTags: createdAt: 2026-03-04T12:03:19.536Z --- # Overview and Requirements This article is intended for a System Administrative user who sets up configuration and enables features in Profile.  The purpose of this article is to demonstrate the configuration and setup processes required for Profile's Online Booking solution. It will cover how to enable Online Booking; how to set up the Online Booking properties (specifically the allowed POS, maximum booking values, provider groups, and care teams); as well as how to customise Online Booking by including terms and conditions, and displaying your own company logo.  ## Requirements - Profile version 9.0 and above - "FHIR Patient Portal" eMessage enabled in Profile # Configure and Setup Online Booking  ## Enable Online Booking In order to start using the Online Booking solution, and to receive the URL for your patients, you first need to enable Online Booking in Profile.  Go to **Organisation / Preference / Setup / Patient Online Booking** 1. Tick the** Enable Profile Online Booking for Patients** checkbox. 2. A field with the **URL** (for the Online Booking solution) will be displayed. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/2ZfAx1wm9yDTxdDJMVoeU_aawgeqt9f4h6iiwflhuoplzqnol8cqivoa.png" size="100" isUploading="false" initialPath="assets/Aawgeqt9f4h6IIWflHUOPlZQnol8cQIvoA.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/Aawgeqt9f4h6IIWflHUOPlZQnol8cQIvoA.png" position="flex-start" showCaption="false" indent="2"} ## Setup the Online Booking Appointment Properties ### OnTheGoProfiles Once the Online Booking tool has been enabled, the set list of **Appointment** properties will need to be configured.  This can be done by working with the OnTheGo Profiles found in the **Patient Online Booking Preferences** view.  Clincs can use the Default option and/or create their own OnTheGoProfiles to best suit their needs.  OnTheGo profiles can also be applied to individual patients or to groups of patients, if required by the clinic. Please read [Customising Preferences in Profile for Accession, Health Connect, and Profile Online Booking](docId\:AlUDa04Ji-SlyaYnYRjfa) for more details on how to create, and apply OnTheGo profiles.  By selecting an OnTheGo Profile associated to a patient or group of patients, the rules for booking an appointment in the Online Booking solution will be be defined by the chosen OnTheGo profile.  :::hint{type="info"} **Note: **In version 9.0, the majority of the Appointment preference settings have been moved from Profile Patient Portal to the Patient Online Booking view. As a result, any changes made to an OnTheGo Profile in the Patient Online Booking view, will also affect the Appointment preference settings for its corresponding OnTheGo Profile in Health Connect. Please see the table below to learn which appointment properties are shared between the two. ::: | Shared Properties Between the Online Booking Solution and Health Connect | | | | ------------------------------------------------------------------------ | ----------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- | | Property | Value | Description | | Care Team Roles | Ex. Usual Provider, Case Manager, GP etc. | Appointments can only be booked with Providers in the Patient's active Care Team with these roles. | | Provider Group | Select from Provider groups created | Allows you to select a group of arbitrary providers for appointments in addition to the care team. | | Allowed POS | Ex: Selected POS | Appointments can only be booked at these POSs | | Pending Limit | Ex: 3 | The number of appointments that are in the future that are permitted for a patient before it refuses to allow them to make more. | | Time between Bookings | Ex. 2 | The amount of time required between booking appointments (in hours) | | Minimum Book Time | Ex: 3 | Minimum book time (in hours). How far in the future the can patient book. | | Maximum Book Time | Ex: 30 | Maximum book time (in days). How far in the future the patient can book. | | Allow Confirmation | Ex: Yes | Allows patients to confirm appointments. | | Maximum Confirmation Time (days) | Ex: 5  | An appointment can only be confirmed within this many days before the appointment. | | Allow Cancellation | Ex: Yes | Allow patients to cancel appointments. | | Minimum Cancellation Time (hours) | Ex: 24 | An appointment cannot be cancelled within this timeframe. | | Acknowledged by Default | Ex: Yes | Sets the default of the appointment item in Patient items.  | | Appointment booking reason required | Ex. Yes | Appointment can only be booked when reason is provided. | ### ### Adjust the appointment setting preferences for Online Booking Go to **Organisation / Preference / Setup / Patient Online Booking.** A **Default** OnTheGo Profile will be visible here. Other OnTheGo Profiles (when added from the Profile Patient Portal view) will also be visible.  1. Highlight the appropriate OnTheGo Profile and click on the **Open Selected Profile** button to view its list of appointment preference settings in the **Profile Patient Portal & Online Booking Preferences** window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/w5ichMmp7GN5GT6KOsNEj_rfwlugjz6scnmot7wnwc81jllisfdzbbrq.png" size="10" isUploading="false" initialPath="assets/rfwLUgJz6sCnmot7WnwC81jLliSFdzBbrQ.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/rfwLUgJz6sCnmot7WnwC81jLliSFdzBbrQ.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} Alternatively, double clicking the appropriate OnTheGo Profile will have the same result. ::: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/3ZHeke5a7MRAGEBpQB1U2_t1gwj4zrzo1m0umib2kn2qtaldee5oygtw.png" size="100" isUploading="false" initialPath="assets/T1gWJ4ZrZo1m0UmiB2KN2QtAlDeE5OyGTw.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/T1gWJ4ZrZo1m0UmiB2KN2QtAlDeE5OyGTw.png" position="flex-start" showCaption="false" indent="2"} 2. The **Profile Patient Portal & Online Booking Preferences** window should now be open. This window informs both the Appointments functionality in the Online Booking solution, as well as Health Connect.  3. To adjust any of the appointment preference settings, click on the appropriate item and adjust it accordingly. This document will focus specifically on the Allowed POS, Maximum Book Time, and Provider Group items, but each of thee other preferences can also be adjusted, if required. Please be sure to read the 'Note:' above, before making any adjustments. 4. Once you have adjusted any of the items, simply click **OK **to** **complete the process. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/irKP0H1hvAO6y6TlA2Emy_vmeqrripmqoci-bkd8gavsjxagueerlwog.png" size="100" isUploading="false" initialPath="assets/vmEQRrIPMQOci-bkd8GavSjXAGuEerlWog.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/vmEQRrIPMQOci-bkd8GavSjXAGuEerlWog.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="info"} **Note:** The **Warn About Provider Cover** property will be considered in a later phase. ::: ### ### Allowed POS The Online Booking solution will require the relevant POSs to be allocated. The POS options are found in the **Profile Patient Portal & Online Booking Preferences** window. Open the **Allowed POS **drop-down list and select one of the following options in the table below. Once that is complete, push **OK **to complete your selection. | **Allowed POS Options** | | | ------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Any Available** | Lists all POSs that are available for the patient. | | **Previous Appointments' POS** | Lists all POSs that the patient has had a previous appointment at. | | **Patient Member Of POS** | This uses the **Any Available** option for now.  | | **Selected POS** | This option opens an additional window where all of the Organisation's POSs are displayed. From here, the necessary POSs should be selected.
::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ziz6I6YQw4yfpB5W8FZED_snajh8uxtw50lnudjrtpmdcbdxk8bp1lvq.png" size="64" isUploading="false" initialPath="assets/SNaJh8uxtW50LnuDJRTPMdcBDXk8bP1lvQ.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/SNaJh8uxtW50LnuDJRTPMdcBDXk8bP1lvQ.png" position="flex-start" showCaption="false"}  | ### ### Maximum Booking Time The **Maximum Booking Time ** option in the **Profile Patient Portal & Online Booking Preferences** window defines how many days, in the future, would be available for booking appointments. For instance, If the maximum booking value is '30', the users will be able to book appointments for today and the next 30 days. The user cannot book an appointment after that period.  :::hint{type="info"} **Note: **If the maximum booking value is 'O', the following alert message will appear in the 'Clinic and doctor details' section of the Online booking solution: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/kgUbl5rsxzRaQimuQG1go_ktual7abh98bucwgdqz9ki0xzdtllrra.png" size="82" isUploading="false" initialPath="assets/KTUaL7AB_h98_buCWgDqZ9KI0xZdTlLRRA.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/KTUaL7AB_h98_buCWgDqZ9KI0xZdTlLRRA.png" position="flex-start" showCaption="false"} ::: To set the maximum booking value: 1. Click on the **Maximum Booking Time** value. 2. Enter in the preferred value. 3. Click **OK **to complete your selection. ### ### Provider Group   In order for 'Any available providers' (or providers from the provider group) to be displayed in the Online Booking solution, the following steps must be completed: 1. Click on the **Provider Group** value, and then the ellipses button that appears in the **Value** column of the Profile **Patient Portal & Online Booking Preferences** window.  2. Select any of the groups from the **Select Provider Groups** window that opens. 3. Click **OK**. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/kPeCKwa3uthf4nEqZstnA_o2seuvrqdsiv7wdtaemojv8jozk56k-pq.png" size="56" isUploading="false" initialPath="assets/O2SEuvRQDsIv7WdtAEMojv8jozK5_6K-pQ.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/O2SEuvRQDsIv7WdtAEMojv8jozK5_6K-pQ.png" position="flex-start" showCaption="false" indent="2"} 4. Your selection should now appear in the **Profile Patient Portal & Online Booking Preferences **window. 5. Select **OK** to complete the process. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/R2tscPJo8kz8iLXebVeBI_dotsqumfyoqm-xv3kcau4bfrthnhinslra.png" size="100" isUploading="false" initialPath="assets/DotsQumfyoQM-xv3kcAu4bFrThnhINslrA.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/DotsQumfyoQM-xv3kcAu4bFrThnhINslrA.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="info"} **Note:** The doctors that the clinic wants to be displayed as 'Any available provider' need to be part of the selected group. Please read [How to Add a Provider to a Provider Group](docId\:YXKnWanMzXKq2U3kofWlA) in order to ensure a provider is included in the chosen Provider Group. When a provider group is chosen in the **Provider Group** property of the patient's associated OnTheGo profile, the patient should see the 'Any available provider' option in the Online Booking solution, if the provider has appointment rules created for themselves. Please read the article on [How to Set Appointment Rules for Online Booking](docId\:m49UeB6rTeiLXRF-ZQj35) to ensure that the provider has appointment rules created. ::: ## Set up a Care Team (Specified Providers) for Online Booking To ensure that the care team providers (or specified providers) are displayed to the patient in the Online Booking solution, the following steps should be followed: 1. Go to **Alter Patient /Care Team** 2. **Usual Provider **(it could be more than one) should have 'Internal' listed in the **Type **column and **Open** listed in the **Status **Column. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/N6N4QOYlcSHZrnlqv1Hyq_f8s12qmm2ldkg36eo1cbalqaodvswlwkcq.png" size="100" isUploading="false" initialPath="assets/f8s12Qmm2ldkG36eO1cBAlQaODvSWLwKCQ.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/f8s12Qmm2ldkG36eO1cBAlQaODvSWLwKCQ.png" position="flex-start" showCaption="false" indent="2"} 3. If all of the relevant providers are included in the patient's **Care Team** view, right click on the the provider that you want to use as the patient's principal provider, and select **Make Principal** from the list that appears.  4. To edit the care team role, right click on the row, and click **Edit**.  5. Enter in the necessary information such as **POS** (the main clinic of the provider), **Date to** (if you do not end it there will be an indefinite end date). ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/_wf88vYXwvmBRpnlWPbEl_kpvo5bmldo6tjxm4wwtek-emwjnr1ve9a.png" size="77" isUploading="false" initialPath="assets/kpVO5bmlDo6tJXM4wwtEK--eMwJNR1Ve9A.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/kpVO5bmlDo6tJXM4wwtEK--eMwJNR1Ve9A.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="info"} **Note**: The Care Team Roles property in the **OnTheGo **Profiles is always set to **Nurse **and **Usual Provider **as default values. Even though both options become deselected, they are nevertheless treated as selected.  ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/8sKYlACnAWjg4ssqPHuoe_iwxya7hlaput6c8q2qgivhyxkhol6y9j6q.png" size="40" isUploading="false" initialPath="assets/IwxYA7HlAPuT6C8q2qGivHYxKhOl6Y9J6Q.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/IwxYA7HlAPuT6C8q2qGivHYxKhOl6Y9J6Q.png" position="flex-start" showCaption="false"} If multiple providers are added to the patient's care team, the principal provider has priority and will be shown. If multiple providers are added to the patient's care team from a different type and the same clinic, it should be shown to the patient. As per the image below, providers from the following care team roles can be shown in the Online Booking solution.  ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/JdM18HYLJoIAMHeUfIzgh_ocik2byomwarhpj8supib6ly-zdaeba7w.png" size="40" isUploading="false" initialPath="assets/oCiK2_ByomwarHpj8Supib6LY-ZdaEbA7w.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/oCiK2_ByomwarHpj8Supib6LY-ZdaEbA7w.png" position="flex-start" showCaption="false"} The providers with **Nurse **and** External provider 4 **care team roles are not shown as special providers in the Online Booking solution even though they can be set as Internal. Other care team roles (that are external) such as **Pharmacy - Alternate**,** Pharmacy - Preferred**,** Laboratory - Alternate**,** Laboratory - Preferred**,** Radiology - Alternate**,** Radiology - Preferred**, and **Lead Maternity Provider**,** **can not be shown in the Online Booking solution. If the clinic wants to display the provider as a special provider, it is mandatory to set the main clinic as the provider. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/6cfhlHxuZjlWfGZdSNqkZ_y6g53r04jw48a7ynngkbtcfa9fba3xktgg.png" size="78" isUploading="false" initialPath="assets/y6g53R04jW48a7yNnGKBTcfA9fBa3XKtGg.png" githubPath="en/Portals/Patient Portals and Online Booking/Configuration/assets/y6g53R04jW48a7yNnGKBTcfA9fBa3XKtGg.png" position="flex-start" showCaption="false"} ::: ## Set up Terms and Conditions Terms and Conditions can be included and displayed on the Online Booking solution. This is done via the **Custom Texts** tab. It is important to note that only text based content can be included, at this time. No images within Terms and Conditions will be shown. Go to** Organisation / Preference / Setup / Profile Patient Portal / Custom Texts **tab. 1. Double click on the Terms and Conditions option. 2. Enter the text in the free text area of the **Edit Information** window. 3. Click **OK**. :::hint{type="info"} **Note: **The **Code **and **Description **cannot be changed. The free-text area can be adjusted, as needed. ::: ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/X3fItMgfmnhKf-S6PTAZJ_ztim878qzde7py4h-sz0wfbinugbu8w9xg.png) ## ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/fqHVn4RuCaEuR10mcDUpL_u3v9dhjkvmaohm6j4cfxbjd-bcjvl5v5va.png)Display a Logo Clinics can customise the look and feel of the Online Booking solution by displaying their own company logo. This can be done by uploading the logo from the **Left bitmap** field in the **Pictures** tab.  :::hint{type="info"} **Note:** Only the **Left bitmap** section is supported for displaying logos in the Online Booking solution. Also, only JPEG, JPG, and PNG image formats are supported. ::: Go to **Organisation / Preference / Setup / Profile Patient Portal / Pictures **tab. 1. Click the **Load** button in the **Left bitmap** field 2. Choose the appropriate logo file. 3. Select **Apply** and then **OK**. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/y-jrAV2K1FY-shE6lpG34_bu14vgpzzi9ppgmz1chfob3xjimuxbrmqg.png) :::hint{type="info"} **Note: ** The logo image should be attached only in the **Left Bitmap **in Profile so it can be displayed properly. Also, only JPEG, JPG, and PNG image formats are supported. ::: # Workflow Diagram ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/niSbkdhpk1bgpTKo2ZZjo_gq7yusaso2rczpeiixqk4q3pambwhrknxg.png) # Additional Technical Information Please be sure to read [FAQs: Profile's Online Booking Solution](docId:1Z2dOjHIxm6JqhUBO7zBr) for more important technical information regarding Online Booking. # Learn More Read some of our other articles related to Profile's Online Booking Solution: - [Profile's New Online Booking Solution](docId\:sty0_wltUs5R2-VTE7t8a) - [How to Book an Appointment with Profile's Online Booking Solution](docId:1p06LAlWFqFzTPHY_WbOb) - [FAQs: Profile's Online Booking Solution ](docId:1Z2dOjHIxm6JqhUBO7zBr)