Documentation

HopeDesk is a multi-tenant appointment scheduler built specifically for nonprofit pregnancy resource centers. Your clinic gets a warm, branded online scheduler to embed on your own website, plus a dashboard to manage availability, appointments, contacts, and automated emails — with walk-in and phone bookings all in the same place. It is intentionally affordable, and it never stores medical or diagnostic data.

• Branded embeddable widget

  A button-launched popup or inline scheduler, themed with your logo and colors, that you paste onto your own website with one snippet.

• Smart availability

  A month calendar with color-coded days (available, limited, full). Set recurring weekly hours with a capacity per slot (e.g. two rooms at 10am) and add blackout or custom-hours dates.

• Appointment types & custom fields

  Define the kinds of visits patients can book, and add a few custom intake questions to the booking form.

• Automated email notifications

  Build confirmation and reminder emails that send automatically — immediately, or a set time before/after each appointment — personalized with merge tags.

• Status-based automations

  Trigger an email when an appointment's status changes — e.g. email a no-show a reschedule link an hour later. The status is re-checked right before sending, so if they reschedule first, it won't go out.

• Automatic no-shows

  If a patient isn't checked in within 20 minutes of their start time, HopeDesk marks them a no-show — which can kick off your no-show automation.

• Walk-in & phone booking

  Front-desk staff book walk-in and phone appointments into the very same calendar, so everything lives in one place.

• Calendar + live schedule

  A week or month calendar sits above your appointment list (which defaults to today). Past appointments grey out automatically and the next one up is highlighted, so you always see who's coming.

• Front-desk actions

  From each appointment's actions menu, check a patient in, confirm, mark completed or no-show, reschedule, or cancel — in one click.

• Lightweight contacts

  A simple, non-clinical contacts list with each person's appointment history.

• Self-serve reschedule & cancel

  Patients manage their own appointment from a secure email link — no account required.

• Staff accounts & roles

  Invite teammates as admins or staff with email + password login.

• Multiple locations, your domain (Pro)

  Run separate availability per location, remove HopeDesk branding, and use your own custom domain.

Pricing is flat per clinic with unlimited staff logins — never per seat. Every plan starts with a 14-day free trial, and you can switch between monthly and annual billing (annual is about two months free).

Both plans include: Branded scheduler — popup & inline embed · Unlimited appointments & contacts · Unlimited staff logins · Automated email confirmations & reminders · Walk-in & phone booking · Patient self-serve reschedule & cancel.

1. 1Sign up to create your clinic — the person who signs up becomes the admin.
2. 2Complete onboarding: set your clinic name, booking address (slug), brand colors, logo, and time zone.
3. 3Add your appointment types under Setup → Appointment types.
4. 4Set your weekly availability under Setup → Availability.
5. 5Grab your embed snippet under Setup → Embed widget and paste it on your website.

1. 1Go to Availability. For each day of the week, add one or more time blocks.
2. 2For each block set the start/end time, slot length, and capacity (how many appointments fit in one slot).
3. 3Use “Copy Monday → Tue–Fri” to apply the same hours across weekdays quickly.
4. 4Add date exceptions for holidays (closed all day) or one-off custom hours.
5. 5Save — your public calendar updates immediately.

1. 1Open Setup → Embed widget. You'll see three options with your slug pre-filled.
2. 2Popup (modal): paste the snippet wherever you want a “Schedule Appointment” button.
3. 3Inline: paste the snippet where you want the scheduler embedded directly in the page; it resizes itself.
4. 4Direct link: share the link in emails or social bios to send people straight to your scheduler.
5. 5Use the live preview to confirm it looks right before publishing.

1. 1Go to Setup → Notifications and add a notification.
2. 2Pick the trigger: when the appointment is booked, or when its status changes to a value you choose (e.g. no-show). Status triggers are re-checked just before sending, so they won't fire if the status changed again.
3. 3Choose who it's for (the patient, your staff, or specific emails) and which appointment type it applies to.
4. 4Choose when it sends: immediately, or a number of minutes/hours/days before or after the appointment.
5. 5Write the subject and body, inserting merge tags like {{contact_name}}, {{appointment_time}}, and {{manage_link}}.
6. 6Use the live preview to see the merged result, then save. Emails are queued and sent automatically.

1. 1Click “New appointment” from the dashboard or Appointments page.
2. 2Mark whether it was booked by phone or as a walk-in.
3. 3Enter the contact's name and email/phone — we'll automatically link to an existing contact if it matches.
4. 4Pick the type, date, and time (or enter a custom time for walk-ins outside normal hours), then create it.

1. 1Open the Appointments screen: a week or month calendar sits on top, with the day's list below (defaulting to today).
2. 2Click any day in the calendar to view that day; toggle the calendar between week and month.
3. 3Past appointments are greyed out and the next upcoming one is highlighted in real time.
4. 4Use a row's actions menu to check the patient in, confirm, mark completed or no-show, reschedule, or cancel.
5. 5If a patient isn't checked in within 20 minutes of their start time, they're marked a no-show automatically.
6. 6Rescheduling and cancelling re-sync pending reminder emails automatically; patients can also self-manage from their email link.

1. 1Go to Contacts to search by name, email, or phone.
2. 2Open a contact to edit their details or non-clinical notes.
3. 3Review their full appointment history in one place.

1. 1Add locations under Settings → Locations (multiple locations are a Pro feature).
2. 2When you have more than one, a location switcher appears in the header on every dashboard page.
3. 3Switching changes which location's calendar, schedule, and availability you're viewing.
4. 4Click the star next to a location to make it your default — it's what you'll see each time you log in. Each staff member sets their own.

1. 1Go to Settings → Branding.
2. 2Set your primary and accent colors and booking button text, and upload your logo (or paste an image URL).
3. 3Use the live preview to fine-tune, then save — your public widget updates to match.

1. 1Go to Staff (admins only) and send an invite by email.
2. 2Choose their role: admin (full access including settings & billing) or staff.
3. 3They'll get a link to set a password and join your clinic.

1. 1Every new clinic starts on a 14-day free trial with full access — no credit card to start.
2. 2Go to Billing to choose Standard or Pro, billed monthly or annually.
3. 3Manage your card, invoices, and cancellation anytime through the secure Stripe billing portal.