Portal Booking

Clients can book new appointments directly from the Client Portal. Their name, email, and phone number are pre-filled automatically — so they just pick a treatment, date, and time.

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How It Works

1. Client logs into the portal and taps Book Now
2. A secure pre-fill token is generated (valid for 5 minutes)
3. The booking page opens with the client's details already filled in
4. Client selects a treatment, date, and time
5. Booking is confirmed — they see it immediately in their portal

The pre-fill token is single-use and SHA-256 hashed for security. If the token expires or has already been used, the booking page still works — the client just needs to enter their details manually.

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What Gets Pre-Filled

| Field | Source | |-------|--------| | Full name | Client record | | Email | Client record | | Phone number | Client record |

These are read-only on the booking form so the appointment links to the correct client record.

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Cancelling Appointments

Clients can cancel upcoming appointments from the portal:

1. Go to Appointments in the portal
2. Find the upcoming appointment
3. Tap Cancel
4. Confirm in the dialog (shows treatment name and time)

Rules:

• Only future appointments can be cancelled — past appointments and completed treatments are locked
• The cancellation is immediate and updates your calendar in real time
• The client sees a confirmation message

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Security

• Pre-fill tokens are hashed with SHA-256 — the raw token is never stored
• Tokens expire after 5 minutes and can only be used once
• Expired tokens are cleaned up automatically
• Cancellation is protected by multi-tenancy checks — a client can only cancel their own appointments at your clinic

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For the Practitioner

When a client books through the portal:

• The appointment appears on your calendar like any other booking
• Automatic SMS reminders are sent if Twilio is configured
• Consent forms are sent automatically if linked to the treatment
• The booking shows in your reports

When a client cancels:

• The time slot opens back up on your calendar
• The cancellation appears in your reports and cancellation analytics

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Related Guides

• Client Portal Overview
• Booking Appointments
• Online Booking Settings

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Need help? support@aestheti.cc