Every clinic with online booking enabled gets its own public address, something like heltio.pl/book/your-clinic. The patient opens it from a link, a QR code in the waiting room, or from booking embedded on your own website — and books themselves, without creating an account.
The address to copy and the QR code live under Settings, on the Public Booking Link card. If that card is not there, online booking is not yet enabled for your clinic — you cannot switch it on from the dashboard yourself, so write to us.
How to do it
The patient goes through five steps. Above them they see the clinic header: logo, name, city, phone, email address and your welcome message if you set one.
This is the second of those steps. Under 2 is the step counter. Under 3 is the content of the current step — on the second of five, that is choosing the practitioner, and that choice settles everything downstream.
Service
The list holds only services from your catalogue marked public, active and bookable online. Products and entries with no duration are excluded — multi-visit passes are bought by the patient on a separate Passes tab, which appears only when you have at least one public package.
Practitioner
The patient picks a specific person or Any available practitioner. That second choice always sends a request — the slot is not taken yet, and someone from the clinic has to confirm it. On services with instant booking and a named practitioner, the appointment is created outright.
Date and time
The calendar colours the days: Good availability, Limited, Full. Clicking a day shows Available times for that day. When nothing is left free, the patient gets No availability on this date. Please choose another day.
How far ahead and how close to the slot one can book, and at what intervals the times appear, follows from the clinic's booking policy.
Your info
The patient gives their First name, Last name and Email address — those three are required — and optionally a Phone number. They must tick consent to your clinic's privacy policy. They can also add Notes for the practitioner (optional).
Confirmation
The last screen summarises the service, price, practitioner, date and time. The button reads Confirm Booking or Send Request — depending on what step 2 produced.
If the service needs online payment, checkout through Przelewy24 opens here. An unpaid slot is released and the patient sees The payment window has expired. Your slot has been released.
After booking the patient sees Appointment Confirmed! or Request Submitted! and gets an email confirming the appointment at the clinic, with a View in Portal button. If the clinic sends SMS, a short confirmation goes out too, and a reminder the day before. Finally Heltio offers the patient an account (Want to manage your appointments?); that is an offer, not a condition.
When something doesn't work
Online booking is not currently available. Please contact the clinic directly.
What this means: The clinic has not a single service meeting the online-booking conditions: public, active and bookable over the internet.
You must agree to the privacy policy
What this means: The patient did not tick consent on the contact-details step.
This service requires online payment, so it cannot be booked as an instant reservation. Go back and pick the service from the list to continue with payment.
What this means: The service has a deposit or prepayment set, and the chosen route skips checkout.
Recurring bookings with online payment are not supported yet.
What this means: The patient ticked a series of visits on a service requiring prepayment.
Payment failed — your slot has been released. Please try again.
What this means: Checkout with the payment provider was declined or abandoned.
This clinic's deposit configuration is incomplete. Please contact the clinic.
What this means: The service has a deposit enabled but its amount or the clinic's payment settings are missing.
Who has access
Clinic Admin ReceptionistThe booking itself is public — the patient needs no account. The address and QR code under Settings are visible to whoever may edit clinic data. Appointments and requests arriving this way are handled by reception in the calendar and on the appointment list.
A patient who does not yet exist in the database is created automatically at booking — from the first name, last name, email address and phone they gave. Portal access stays switched off until you invite them.
Related
- Booking widget on your own site — the same booking embedded in your website.
- Passes available publicly — the Passes tab next to booking.
- Booking policy — what decides the available times and which services book instantly.
Related features
Booking widget on your own site
Embed Heltio booking on your clinic's website with a single script tag — inline in the page, or as a floating button. Embedding works only on the domains you name yourself.
Passes available publicly
Selling multi-visit passes straight from the clinic's public page: the patient picks a pass, pays online and gets the pass, while you get an invoice under Billing.
Booking rules
The rules on which a patient reschedules and cancels online by themselves: required notice, a limit on changes, the no-show fee and your own message shown to the patient.
Przelewy24 — online payments
The patient pays for the visit when booking, and the money goes to the clinic's account through Przelewy24. It takes two steps: a verified payout account and online payments switched on.