Key Steps
1. Navigate to Services in Settings 0:10
Log in to your AesthetiDocs account.
Go to Settings.
Select either Services or Service Categories.
Use Services for most setup and management tasks, as this is where categories and individual services are typically handled.
2. Create a New Service Category 0:42
In the Services area, click Add Category.
Enter a clear category name that matches the treatment group you want to organize.
Example: Skin Pen Microneedling.
Save the category so it appears in your service list.
3. Apply a Category Colour for Easy Identification 0:59
If desired, assign a colour to the new category.
Click the colour selector and either:
drag and drop to choose a colour, or
enter a specific hex code.
Use a distinct colour to make the category easier to identify on the calendar and booking views.
Example: set the category to a bright red for visibility.
4. Add a New Service Under the Category 1:35
Click the category you just created.
Select Add Service.
Begin entering the service details for the treatment you want to offer.
Example: add SkinPen Microneedling – One Session.
5. Enter Core Service Details 1:49
Add the service name.
Optionally add a description to explain the treatment.
This description can be shown to patients on the online booking system.
Set the price for the service.
Set a deposit amount if patients must pay to book.
Example: deposit = £50.
Choose the treatment duration.
Example: 30 minutes.
6. Assign Practitioners and Locations 2:35
Use the quick assign options to select the practitioners who can perform the service.
Assign the locations where the service is available.
This is especially useful if:
multiple staff members offer the same treatment, or
the treatment is available at more than one clinic location.
7. Set Online Booking Availability and Pre-Warning Messages 3:07
Decide whether the service should be available for online booking.
Toggle online booking on if patients can book directly.
Toggle it off if patients must complete another step first, such as a consultation.
If needed, enable a pre-warning message.
Example: “Please book a consultation or patch test first.”
Example: “Please book a prescribing consultation before this treatment.”
Enter the message text so patients must acknowledge it before continuing.
8. Configure Tax Settings 4:06
Review the default tax setting for the service.
By default, services may be treated as non-medical and taxed according to the clinic’s standard tax rate.
If the service is medical, select medical so it is treated as tax exempt.
If needed, override the default with:
tax exempt, or
a custom tax rate.
Confirm the setting matches your accounting and compliance requirements.
9. Attach Forms and Questionnaires to the Service 5:12
Assign any forms that should be automatically sent with the service.
Choose forms for different stages of the patient journey:
Before appointment: e.g., medical questionnaire or pre-skincare consultation form.
During appointment: e.g., consent form.
Post-treatment: e.g., aftercare instructions.
Select only the forms that are relevant and available in your account.
Save the configuration so the correct forms are triggered automatically.
10. Enable Optional Multi-Session Treatment Courses 6:16
If the treatment is offered as a course, enable multi-session treatment courses.
Use this option for services that may be booked as:
2 sessions,
3 sessions,
4 sessions, or more.
Configure this only if your clinic offers package-based or course-based treatment booking.
11. Set Advanced Staff and Location Pricing 7:09
Open the advanced staff and location settings if different staff or locations require different pricing or durations.
Set staff-specific pricing where needed.
Example: one practitioner charges £250 while another charges £200.
Set staff-specific treatment duration if required.
Example: one practitioner takes 30 minutes, another takes 45 minutes.
Apply location-specific pricing if the same service costs differently at different sites.
Example: Harley Street price differs from another clinic location.
Confirm that these overrides replace the generic service price where applicable.
12. Assign Treatment Equipment to Prevent Double Booking 8:28
Assign any required equipment or devices to the service.
This is important when multiple staff can perform the treatment but only one device is available.
Link the relevant equipment from your resources/room management setup.
This helps prevent double booking when the device is already in use.
13. Submit and Publish the Service 9:17
Review all service settings for accuracy.
Click Submit to save the service.
Once saved, the service will be available for:
online booking, and
in-clinic booking and management.
14. Reorder Service Categories and Services 9:39
Reorder categories by dragging and dropping them into the preferred sequence.
Reorder services within a category the same way.
Use this to control how treatments appear on:
the online booking platform, and
in-clinic views.
Example: move a higher-priority category or service higher in the list for easier access.
Cautionary Notes
Ensure the service is assigned to the correct category before saving.
Double-check whether the service should be online bookable; some treatments should require a consultation first.
Confirm tax settings carefully, especially when distinguishing between medical and non-medical services.
Only attach forms that are relevant to the treatment and available in your account.
If using advanced staff/location pricing, verify that overrides do not conflict with the default service price.
Assign equipment only when necessary to avoid accidental booking restrictions.
Tips for Efficiency
Use clear, consistent category names so staff can find services quickly.
Apply colour coding to categories to make calendar and booking views easier to scan.
Set up common forms once and reuse them across similar services where appropriate.
Use advanced staff/location settings only for services that truly need different pricing or durations.
Reorder categories and services periodically to keep the booking interface organized.
If a service is not meant for direct booking, disable online booking and route patients through the correct consultation process.