Your service catalog controls how every service appears across Prospyr — on your calendar, in online booking, and inside packages and memberships. This article walks through creating, pricing, organizing, and maintaining services in your catalog.
This article is for practice admins and staff whose permission set has Manage Catalog set to Allowed. If you don't see Services under Settings, ask your practice admin to check this permission on your role.
Note: The exact options you see may vary depending on your permissions and which features are turned on for your practice.
Recommended practices
Use clear, consistent service names and categories.
Confirm pricing, taxes, deposits, and durations before publishing.
Assign the correct providers and locations.
Review online-booking restrictions before making a service live.
Keep forms and care instructions current.
Review provider mappings and consumables regularly.
Test online booking after making major changes to a service.
Deactivate temporarily unavailable services instead of deleting them.
Access your service catalog
Go to Settings > Catalog.
Select Services.
From here you can create services, edit common details, review service settings, manage consumables, and export your catalog to a CSV file.
Create a new service
Select Create, then complete the sections that apply to your service. You don't have to fill out every section — only the ones relevant to how the service is used.
1. Basic information
Service Name: Use a clear, patient-friendly name — this is what patients will see on invoices and the booking page.
Locations: Select every location where the service is offered.
Description: Explain what the service includes.
Service Category: Select an existing category or create a new one.
Appointment Type: Choose the appointment type associated with the service.
Calendar Color: Choose how the service will appear on the calendar.
2. Pricing and costs
Choose the pricing model that fits the service:
Fixed Price: Charges one set price every time.
Per Unit: Charges based on the number of units used (for example, units of neurotoxin).
Custom: Sets a default price that staff can adjust at checkout when needed.
You can also configure:
Gratuity
Tax rate
Cost to the practice
Whether a deposit is required, and the deposit amount
3. Duration & scheduling
Enter how long the appointment takes.
If new-patient visits need more time, turn on Set different duration for new patients and enter separate durations for new and returning patients.
Depending on which features are enabled for your practice, you may also be able to add:
Preparation time before the appointment
Reset time after the appointment
Device buffer time after the appointment
Preparation and reset times show up as visual buffers on the calendar, so staff can see when a room or provider is tied up before or after a booked slot.
4. Availability & resources
Providers: Select everyone who's able to perform this service.
Required Device Types: Select any equipment the service needs.
Incompatible Services: Flag any services that shouldn't be scheduled back-to-back or at the same time.
The service also needs to be linked to the correct locations for these settings to apply.
5. Configuration & settings
Active: Turns the service on or off in your active catalog.
External Calendar Sync: Syncs appointments for this service to provider’s connected calendars.
View Only (No Purchase): Patients can see this in the store but cannot buy it online — they'll need to contact you directly to book.
Available for shipping: Used for services tied to shippable retail items.
Important: If a service is only temporarily unavailable, turn off active instead of deleting it. Deleting archives the service and removes its history from view (see Deactivate or delete a service below).
6. Online booking
Turn on Can be booked online? to let patients schedule the service themselves.
You can restrict online booking based on:
Patient status (new or existing patient)
Services the patient previously received
Memberships the patient holds
Whether the patient has a Good Faith Exam on file
Leave a restriction blank if it shouldn't apply to this service.
Note: Online availability also depends on which providers, locations, and booking-page settings are assigned to the service — even if Can be booked online? is turned on.
7. Patient communication
Turn on Should send Patient Portal invite if booking this service should automatically trigger a Patient Portal invitation.
You can add optional, service-specific text to the invitation email and text message.
8. Forms & care instructions
You can attach any of the following to a service:
Required consent forms
Required custom forms
Pre-care instructions
Post-care instructions
Note: Pre-care and post-care instructions can be assigned per location, which is useful if wording needs to differ across sites.
9. Inventory & add-ons
If inventory management is enabled for your practice, you can associate the products or consumable types typically used during the service.
Depending on your setup, you may be able to define:
The consumable type
Expected number of units used
Price per unit
You can review consumable associations anytime from the Consumables column in the Services table.
10. Service add-ons
Add related services that are commonly performed alongside the main service.
For each add-on, choose whether it:
Occurs before the core service
Is required whenever the core service is booked
Use optional add-ons for complementary treatments, and required add-ons when the appointment can't happen without the additional service.
Save your service
Once you've reviewed all the settings:
Select Create Service if you're creating a new service.
Select Update Service if you're editing an existing one.
Edit an existing service
Go to Settings > Services.
Select the edit icon beside the service you want to update. This opens the full settings editor.
You can also update these fields directly from the Services table, without opening the full editor by double clicking on the field:
Name
Price
Category
Appointment type
Duration
Online-booking status
Active status
Note: Use the full editor (not the table) when changing providers, locations, forms, booking rules, consumables, or add-ons.
Manage service categories
Open the Service Categories tab to:
Create a category.
Rename a category.
View how many services and products use a category.
Replace a category across catalog items at once.
Delete unused categories.
Important: Before deleting a category, move its services to another category first. You can't delete a category that's still in use.
Deactivate or delete a service
Temporary change: Open the service and turn off active.
Permanent removal: Open the service, select the delete option, and confirm when prompted.
Important: Deleting a service in Prospyr archives it and removes it from your active Services list. This can't be undone, so before deleting, check whether the service is still tied to any providers, packages, memberships, booking pages, forms, consumables, or add-ons.
Common issues and troubleshooting
A service isn't showing up on my online booking page. Check that active and Can be booked online? are both turned on, and that the service has at least one provider and one location assigned. Also check any online-booking restrictions (patient status, prior services, memberships, Good Faith Exam) — these can hide a service from certain patients even when booking is otherwise turned on.
I can't delete a service category. A category can't be deleted while services or products are still assigned to it. Move everything in that category to a different one first, then try again.
Pricing looks wrong at checkout for a Custom-priced service. Custom pricing sets a default price that staff can adjust at checkout — double check the price wasn't changed on an individual invoice rather than in the catalog itself.
I don't see Services under Settings at all. This usually means your permission set doesn't have Manage Catalog turned on. Ask your practice admin to enable it for your role.
A deleted service is missing from packages or memberships. Deleting a service removes it from the active catalog, which can affect any package, membership, or booking page still referencing it. Review those associations before deleting a service that's in active use.