Add services & products
Define what you offer: session types, durations, prices. Services power your calendar, online booking, and the line items on every invoice.
- Your locations set up, because every service has to be available at one or more locations (lesson 1.3)
Why services need to come early
Services connect everything else. A service is the entry on the calendar, the option on the booking page, the line item on the invoice, and the procedure code on an insurance claim.
Set them up carefully once and the rest of Carepatron fills itself in, with clean line items on every invoice from the start.
Add a service
Your workspace may already have a few services based on the profession you chose at sign-up, and in the US they come with CPT codes. Check and edit those before you add new ones.
- Go to Settings → Scheduling → Services → + New.
- Set the minimum: name, duration, price.
- Add a display name if your internal shorthand isn't client-friendly. Clients see it on the booking page, so 'CBT 50min' can read 'Therapy session (50 minutes)'.
- Add a description if you want one on the booking page. Descriptions are off by default. Turn them on under Online booking → Customize appearance → Show description on service bookings. Saving booking page appearance needs Plus or Advanced.
- Turn on Group event and set a Maximum limit if several clients can book the same time. Group events need Plus or Advanced.
Service image and collections
Each service can carry an image, uploaded via Service gallery → Edit. It shows next to the service name on the booking page.
If you offer enough services to clutter the booking page, group them into collections so clients browse by category: 'Initial consults', 'Ongoing therapy', 'Group programmes'. Collections show as groups on the booking page once Show collections is on under Online booking → Customize appearance.
Online booking and availability per service
Three settings on each service decide what clients can book:
- Bookable online: turn this on so the service shows on your booking page.
- Service availability: open the service, choose Edit in the Online bookings section and turn on service availability. Then set the days and times, for example new-client intakes on Tuesday mornings only.
- Allow for new clients: turn this off to keep a service for returning clients.
Tick these off in your own workspace before moving on.
Five service patterns worth copying.
Pick the closest match and adapt it.
Initial assessment (60 min, $180, new clients only) + Therapy session (50 min, $160, weekly) + Brief review (25 min, $90, returning only).
Three collections: Assessment, Treatment, Group classes. Each holds 2-4 services. Cleaner booking page.
Standard consult (15 min) + Long consult (30 min) + Telehealth follow-up (10 min). Service-image set on each so the booking page reads visually.
Discovery call (30 min, free) + 1:1 session (60 min, $200) + Package (10×60 min, $1800). Discovery is the only one with 'Allow for new clients' on.
Hygiene (30 min), Check-up (20 min), Filling (45 min). Each has a distinct service image so families with kids can pick visually.
What's the minimum information to set up a service?
Name, duration, and price. Everything else (description, image, availability override, capacity) is optional but recommended for online booking.
What's the difference between the internal name and the display name?
Internal name is what you and your team see in the workspace. Display name is what clients see on the booking page, useful when your clinical shorthand isn't client-friendly.
How do I create group bookings?
Inside a service, switch on Group event and set the Maximum limit, so several clients can book the same time. Useful for group therapy, classes and workshops. Group events need Plus or Advanced.
How do I organise lots of services into categories?
Create collections. Settings → Scheduling → Services → New collection, give it a name, then add services. Then turn on Show collections under Settings → Scheduling → Online Booking → Customize appearance so the booking page groups services by collection. Saving booking page appearance needs Plus or Advanced.
My service description isn't showing on the booking page, why?
Descriptions are off by default. Turn them on at Settings → Scheduling → Online Booking → Customize appearance → Show description on service bookings. Saving booking page appearance needs Plus or Advanced.
Can I have free or sliding-scale services?
Yes, set the price to $0 or any amount. Carepatron supports free intakes, free initial consults, and any custom pricing.
Can I restrict a service to existing clients only?
Yes, inside the service, turn off the 'Allow for new clients' toggle. The service then won't appear to clients booking online for the first time.