Your intake team

Your intake team is the people who answer new clients for the clinic and do the free consultation: a front desk, an intake coordinator, or you. Each person on it gets their own calendar for consultations. They don't have a profile and don't show in search: clients see the clinic.

How clients book the free consultation

When your intake team does the free consultation, every profile of your clinic shows it with your clinic's name ("With the Clinique Rosemont team"), and your clinic page shows it as Clinic team. A client picks a time from the whole team's free times together. The consultation goes to whoever on the team is free then (the person who was booked longest ago first), and the conversation is with your clinic, not with one person. Everyone who answers for the clinic sees it in Messages, with the profile the client came from under Profile in Details.

Add someone to the intake team

1. Open Home in the sidebar, then the Team tab. The Intake team is above your providers. Only owners and admins see it.

2. Click Add. Add a photo if you like, their first and last name, and their email, then click Invite.

3. They're on the team right away, on your clinic's hours, and can be booked. They get an email inviting them to your clinic as an admin, so they can answer messages. Someone who's already on your team gets no email.

To change someone's photo or name, click Edit on their row.

Set their hours and connect their calendar

Click ··· on their row, then Edit hours: your clinic's Openings page opens on their week. Their hours are set like a provider's, online or at one of your clinic's addresses.

To keep their own calendar's busy times out of their openings, click Connect calendar on their row on Home, or ··· then Connect calendar on Openings. The calendar has to be connected by the person who owns it.

Give them the free consultation

Open Services, pick the free consultation and click Edit team. On the Intake team tab, tick who does it and set the price and length they share. See defining your clinic services.

If you answered The intake team to Who does the free consultation? while setting up your clinic, everyone on the team already has it, at the length you picked under How long is it?

FAQ

What happens when I delete someone from the intake team?

Their calendar and hours are deleted, and an invite they haven't accepted yet is withdrawn. They stay on your team with their access: remove them in Settings, then Members, if they're leaving. You can't delete someone while consultations are booked with them: move or cancel those first.

Can someone be on the intake team and also have a provider profile?

Yes. Their intake calendar and their profile are separate, so connect the same calendar to both to keep them from being booked twice.

What should I do next?

See defining your clinic services, or go back to the clinic onboarding guide.