We want to make it as straightforward as we can for patients to access the online booking system and the easiest way to do that is to include a link to the online diary in our recall templates.


Adding links to EMAILS


  • Navigate to the 'Email Templates' section of 'Communication' in 'Setup'
  • Click 'New' to create a new template or double-click an existing template in the list
  • Give your email a subject line, group & description and then write the main body of your email, you can add in merge fields by double clicking them in the list on the right (they will be inserted where the cursor is in your email)
  • To add a link:
    • First, type the text you would like the patient to see, in the example below 'Book online now'

  • Next, highlight the text and then click the 'Link' button on the toolbar 
  •  In the 'HTML link' popup window, make sure the type is set to 'https://' and enter the web address (url) of your online booking site and click ok.

  • You can test your link by entering your own email into the 'To' field and clicking the 'Send Test Email' button. When your email arrives, click the link and you should be presented with your online booking page.



Adding links to SMS


Links in SMS text messages display exactly as they are entered, there is no way of displaying alternate text like you can with an email, however the principle is still the same.


  • Navigate to the 'SMS Templates' section of 'Communication' in 'Setup'
  • Click 'New' to create a new template or double-click an existing template in the list
  • Give your SMS a 'Description' and then write the main body of your email, you can add in merge fields by double clicking them in the list on the right (they will be inserted where the cursor is in your email).
  • Remember that SMS messages can cost multiple credits if you go over the set number of characters (displayed below the message)
  • To add a link:
    • Simply copy the url from your online booking site and paste it into your SMS template, in the example below it is within the brackets.

  • To test your SMS you will need to go to your own patient record and send yourself a message by clicking 'Message -> Text Message' and then choose the 'Use Template' option (see below) to display your templates, double-click the template you just created to preview it. Enter a mobile number and click the 'Send SMS' button.

  • Your SMS will be delivered to your phone and the online booking link will be identified by the smartphone as a link that can be tapped / clicked.