How to set up your clinic & med-spa on Opraly (step-by-step)

Standing up a new booking system for a clinic or med-spa feels heavier than it is — you have providers, rooms, consent forms and deposits to think about, not just a calendar. This guide walks you through the whole setup in order, so by the end you have a branded booking page taking real appointments, with the right rules around payments and paperwork. Plan on an afternoon for the first pass; you can refine the details later.

Before you start: what to gather

Setup goes faster if you collect a few things first:

• Your service menu: treatment names, durations and prices (consults, injectables, facials, laser, body, follow-ups).
• Your providers: who does what, and their working hours.
• Your rooms or devices if treatments are room- or machine-bound.
• The intake and consent forms patients must complete before specific treatments.
• Your deposit and cancellation policy, even a rough version — you can tighten it after launch.
• A logo and brand colour for the booking page.

Step 1 — Open your account

Create your Opraly account and choose the Clinics & med-spa vertical. This pre-tailors the workspace for patient-facing language, charting and consent — so you are not bending a generic salon tool to fit a clinical workflow. Add your clinic name, address and time zone, and upload your logo so the booking page looks like you from the first click.

If you run more than one site, set up multi-location now. Each location keeps its own calendar, providers and hours while reporting rolls up to one place.

Step 2 — Build your service menu

Your menu is the backbone of everything else, so spend real time here. For each treatment, set:

• Name and category (e.g. Injectables → Anti-wrinkle, Dermal filler).
• Duration, including any required buffer for prep or numbing.
• Price, or “from” pricing for variable treatments.
• Whether it requires a consult first — handy for new-patient pathways.

Tip: separate consults from treatments

List the consultation as its own bookable service. New patients book the consult; you convert them to the treatment afterward. It keeps your calendar honest and your reporting clean on how many consults turn into paid treatments.

Step 3 — Add providers, rooms and resources

Add each provider and assign the services they perform — a nurse injector and an aesthetician will offer different menus. Then set staff roles & permissions so front desk, providers and managers each see exactly what they should. A receptionist can manage the diary and take payment without seeing clinical notes or full reporting.

If a treatment needs a specific room or device, model that as a resource. Opraly will only offer a slot when both the provider and the room are free, which quietly prevents the classic double-booking of your one laser bay.

Step 4 — Set your hours and availability

Enter each location’s opening hours and each provider’s individual schedule, including lunch breaks and recurring blocks. Your calendar supports day, week and month views with drag-to-reschedule, so once you are live, moving an appointment is a single drag — no cancel-and-rebook dance.

Step 5 — Add intake and consent forms

This is where clinics differ from a haircut. Attach intake and consent forms to the treatments that require them. Patients complete medical history and consent online before they arrive, so the visit starts with paperwork already done and on file. Pair these with charting so a provider’s notes live alongside the booking, building a real record over time.

Step 6 — Turn on payments, deposits and no-show protection

Connect payments, then decide your capture timing per service:

Enable card-on-file and a no-show fee with a clear cancellation window. Clinic time is expensive, and an empty injector hour is hard to refill last-minute — deposits and a saved card are the most effective protection you have. We cover the policy nuance in How to cut no-shows with deposits and card-on-file. You can also switch on tips where appropriate and set up memberships, packages and gift cards for treatment courses and pre-paid plans.

Step 7 — Configure online booking and reminders

Activate your branded booking page and add the link to your website, Google profile and social bios so patients can book themselves 24/7. Then turn on appointment reminders plus reschedule and cancel notices, and enable 2-way messaging so a patient can reply to confirm, ask a pre-treatment question or move a time without a phone call.

Step 8 — Go live (and check it yourself)

Before you announce it, book a test appointment through your own booking page end to end:

1. Pick a treatment and confirm the right consent form appears.
2. Check the deposit is requested correctly.
3. Confirm the reminder fires and the card saves on file.
4. Make sure it lands on the right provider’s calendar.

When that flows cleanly, share the link and start taking real bookings. From here, your next move is filling the calendar and growing revenue — walk through that in How to grow your clinic & med-spa: get the most out of Opraly, and see the full feature set on the clinics & med-spa page.

You are ready

That is the whole setup: account, menu, providers and rooms, hours, forms, payments, online booking and a live test. You now have a clinic that books itself, collects deposits, captures consent up front and keeps every provider’s diary straight — without a stack of disconnected tools.

Ready to build it? Start free and have your booking page live this afternoon.