Please Note: This guide is only applicable for users accessing our new Express v2 system. If you have not had your system updated to this version of Express you can find information on the settings in Express here.
The System Settings in PPS allow you to set up and make changes to your SMS account, the Diary Availability, the Confirmations & Reminders, Appointment Types, Reasons for Non-Attendance, Blocked Time Reasons, the currency displayed and access to the Beta update.
Important: Some of these options will only be available for Express only systems. If you do not see all of these options you will have a PPS system linked to this Express system where these changes can be made - Diary Availability, Conformations & Reminders, Appointment Types, Reasons for Non-Attendance & Blocked Time Reasons.
You can access the System Settings by navigating to the Settings menu which you will find in the top right corner if you click the icon with the 3 vertical lines. You can then select System Settings.
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for SMS Settings here.
In order to begin sending SMS from the Express system you will need an account with our third-party SMS messaging provider- Boom-SMS. The process below explains how to set this SMS account up.
In the System Settings select SMS Settings and enter the details in the form:
a. The Account Details can be used to log into your Boom-SMS account directly:
Boom SMS Account ID - this will be pre-populated using your Express registration number.
Password - Enter a password for your account here.
b. Update your Contact Details for your account and this will allow you to be notified of low SMS credits.
c. Update the Preferences for your sending details:
Your SMS Message ID - this will be the name that shows when the client receives the text message instead of a mobile number. Use your Clinic Name, for example, so that clients know who has sent the text.
Dialing Prefix from the UK - enter the dialing prefix for the country that you are sending from.
Tip: All SMS messages sent from Express are limited to the standard of 160 characters. You can enable multi-part messaging which will allow you to send longer messages but each 160 characters will incur a charge of 1 credit. To enable multi-part messaging you will need to log into your Boom SMS account at https://www.boom-sms.co.uk/users/login using the details set up in your Account Details.
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up diary availability here.
Add and modify your diary availability in this screen. Adding the availability will apply it for the selected user for one year from the current week.
Select the diary users to update the availability for. Here you'll find availability settings for each day of the week with 3 available diary session. To begin, tick the box beside each diary session that you want to set up for each relevant day of the week. You can then determine the availability duration in the From and To field and set your Appointment Duration. This is the default slot allocated for each appointment but you can alter this at the point of booking for each appointment.
You can set up availability as one session for your full working day or as a series of sessions by ticking the next session and adding the session times. For example, you may set up your morning sessions each day of 9am - 12:30pm and then tick the box for an additional session to add your afternoon sessions of 1pm-4:30pm which will allow a gap in your availability each day.
When set up for one week Save the changes and it will update your diary.
Clicking the drop down here will reveal a list of all available currencies. Contact us on firstname.lastname@example.org if your currency is not displayed here.
Selecting a currency from the list will automatically apply that currency to all charges and invoices that you print and view from the Client Log. It will not convert any amounts or totals, only the currency symbol will be changed. This can be altered at any time and the change will be applicable to all users of your PPS Express system.
If you're a PPS Hosted user looking to change your currency symbol contact our support team.
Confirmations & Reminders
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Confirmations & Reminders here.
This section is sorted into two tabs:
a. Confirmations: These are sent at the time an appointment is made in order to confirm the details of the booking.
b. Reminders: These send, by default, the day before the appointment is due to take place. They're scheduled as long as the appointment is more than three full days in the future. These settings can be altered for you if requested with an email to email@example.com
For both sections you have the option to enable Email and/or SMS which will send as long as clients have the appropriate contact information in their client details. Toggle the on/off switch to enable or disable each option.
Add or modify a subject that will make your correspondence identifiable to the client and then you can type up the content of your message in the Text field.
Use the Merge Fields drop down menu to get access to fields you can paste into the template that will auto-populate client and appointment information each time the activity is sent. You can read more about merge fields and how they work in this guide.
Choose Save once you're happy or enter an email address/mobile number in the Send a test field and press the button to send a test to yourself so you can see exactly what your clients will be receiving.
This tab will be available if a Beta update is available with some of the latest features and enhancements to try out.
Click Give me Beta Access to update to the beta. You can switch back to the general release at any time by coming back to this tab.
Important: By switching to Express Beta, all other users of the same Express database will also be updated, as a result, any users logged in when you decide to update will automatically be logged out and will need to log in again.
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Appointment Types here.
This section allows you to add, modify or delete different appointment types. Specific durations can be added and you can add a charge amount for the different appointment types. When adding a new appointment you can select one of the appointment types and when completing the appointment the associated charge amount will show to charge the client for the appointment.
The two default appointment types will be showing here to begin with but can be modified and extra appointment types included by selecting Add.
Reasons for Non-Attendance
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Reasons for Non-Attendance here.
If a client fails to show up for an appointment or cancels ahead you can mark it as DNA (Did Not Attend). This will allow you to keep record of the event while re-opening the slot in the diary should you wish. This section allows you to add, modify or delete Reasons for Non-Attendance. Charge Amounts can also be linked to the reason for instances where appointments might be cancelled late or if clients do not show up for the appointment.
Blocked Time Reasons
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up blocked time reasons here.
Where a Diary User needs to block out a section of their diary for a particular reason you can use Blocked Slots to act as an indicator that this user is not available for additional bookings at that time. You can add specific reasons in this section for the blocked out time to identify it easily in the diary.