✨ When You Need This Guide
Use this when you're:
Trying to limit certain appointment types to new or existing patients only
Wondering why an appointment type isn't appearing online
Setting up custom scheduling options in the Aloha scheduler
You might be asking:
“How do I make this appointment only show for new patients?”
“Why isn’t this appointment showing in the app?”
“Can I hide certain appointment types from online scheduling?”
✅ Choose Who Can Book Each Appointment Type
Follow these steps to fine-tune your appointment scheduling setup:
Head to the SCHEDULING tab in Aloha
Click the SETTINGS page
Scroll down and click “Set Appointment Type Schedules”
For each appointment type listed, find the “Scheduling” drop-down menu
Choose how you want the appointment type to be available:
Create a dedicated schedule for the appointment type to ensure better control over availability.
Define the duration of each appointment slot (e.g., 30 minutes).
Specify the number of patients allowed per slot (e.g., two patients per 30-minute block).
Option | What It Means |
None | Patients cannot book this appointment type online |
Hidden | Appointment is scheduled, but invisible to patients in the app |
Mobile Only | Only visible to existing patients via the app or online portal |
Web Only | Only available through the online scheduler, typically for new patients |
Mobile/Web | Available to both new and existing patients on both platforms |
Additional Guidance on 'Web Only' vs. 'Mobile/Web'
Web Only: Use this option if you want to restrict scheduling to desktop or browser users, ideal for new patient appointments.
Mobile/Web: Choose this option to maximize accessibility for both new and existing patients across all platforms, including mobile devices.
➕ Make an Appointment Type New-Patient Only
If you're setting up an appointment exclusively for new patients:
On the same Appointment Type Schedules page
Find the toggle labeled “New Patient”
Flip it ON for that specific appointment type
✅ This ensures it only shows up in the New Patient flow online
Configuring Appointment Templates
To further customize your scheduling setup, consider the following:
Create a Dedicated Schedule: Configure the appointment type as its own schedule, separate from individual providers. This ensures better control over availability.
Set Appointment Duration: Define the duration of each appointment slot (e.g., 30 minutes).
Adjust Capacity: Specify the number of patients allowed per slot (e.g., two patients per 30-minute block).
🎉 You’ll Know It Worked When:
Only new or existing patients can see and book the correct appointment type
Hidden appointment types no longer show in the app or scheduler
The scheduler options reflect the visibility setting immediately
💡 If It’s Not Showing as Expected
What You Might Notice | What to Check |
Appointment type not visible online | Is the Scheduling dropdown set to None or Hidden? |
New patients booking the wrong appointment | Make sure New Patient toggle is ON |
Visible to everyone when it shouldn’t be | Confirm you didn’t select Mobile/Web by mistake |
💬 Need Help? We’re Here for You
Still need a hand setting this up?
📧 Email: Support@getaloha.com
📞 Call: 1-800-563-0469