CaliDiary puts appointment booking on your clinic's WordPress website. Patients choose a service, a clinician or the first one free, answer your questions before they arrive, and get a reminder. Their details, answers and any uploaded files are stored in your own website's database and server, never on CaliDiary's servers.
Harbourside Private ClinicBook an appointment
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Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
A patient of Harbourside Private Clinic (a made-up clinic) books a 15-minute GP appointment late in the evening. They choose a doctor or the first one free, give their date of birth and a short reason for the visit, and get a confirmation email with a link to view or cancel.
A health check booking asks about medication and any allergies, with a follow-up question that appears only when the patient says yes. Reception sees the answers before the patient arrives, and the clinician adds appointment notes to the booking afterwards for staff only.
For skin appointments, the form asks for up to three photos. They are stored privately on the clinic's own server, hidden location details are removed, and only signed-in staff can open them.
The clinic has a town-centre site and a smaller one out of town. Patients choose where to come first, then see only the services and clinicians at that site, and only the times someone works there.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableThe time is held until you accept or decline.
AvailableNo price, no payment step.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| GP appointment | 15 min | $95 |
| Extended appointment | 30 min | $160 |
| Health check | 45 min | $220 |
| Travel vaccination consultation | 20 min | $60 |
| Results follow-up | 10 min | Free |
One booking form for the whole team, each person with their own hours and services.
Know what each booking is about before it starts, with no chasing details by email.
Every visit, answer and private note for each customer, in one place.
Bookings and customer details stay in your own website. We never see them, so never sell them.
Customers choose where to come first; each place has its own people and services.
Automatic confirmations and reminders, so customers turn up or cancel in good time.
A clinic where more than one doctor, nurse or practitioner takes bookings needs Pro: unlimited people and locations, each with their own hours and services. A single practitioner can start on the free plan, or on Solo for follow-up questions, uploads, invoices and up to 3 locations.
Patients share health information when they book, and a clinic is responsible for it. CaliDiary is built so that this information stays with you: bookings, answers to your questions and uploaded files are stored in your own WordPress database and on your own server. CaliDiary's servers never receive them.
Practical points for clinics:
Each clinician has their own hours, breaks and time off, and the services they offer. Special dates close the clinic for bank holidays or open it for an extra session. Minimum notice stops bookings minutes before an appointment, buffers protect time for notes, and the booking lock makes sure two patients can never be given the same slot.
Prices are set per service, and payment can be on the day, before the appointment by bank transfer with the patient's reference, or (on Solo and Pro) through a payment link you already use. Results follow-ups can be free, with no payment step. On Solo and Pro, patients can also pay by card, in full or as a deposit, through your own Stripe, PayPal or Mollie account, and invoices are numbered and made on your own website.
The booking form is built and tested to WCAG 2.2 AA: it works by keyboard, with screen readers, at large text sizes and in dark mode. That matters for older patients and anyone booking while unwell.
On Solo and Pro, several reminders can go out before each appointment, and two-way calendar sync keeps each clinician's own calendar and the booking form in step. Every patient can see their appointments with you in one place and book again from the customer portal. Text reminders and encrypted answers are on the roadmap. Every feature and its plan is on the features page.
Assessments, follow-ups and rehab classes, across your clinics.
Check-ups, hygienist visits and emergency appointments.
Introductory calls, weekly sessions and requests you approve.
Vaccination clinics, travel consultations and health checks.
Start on the free plan, with no booking limit. Upgrade only when you need to.
