Appointment and slot settings reference

Every Slot Engine and Appointments setting that takes effect, with its options, default, levels and effect, plus the fields that have no effect yet.

This page lists the settings on the Slot Engine and Appointments tabs of SettingsPlatform ConfigurationSystem Settings. Each table shows the label on screen, the type or options, the default, the levels where a value takes effect, and what the setting does. Fields that have no effect yet are listed separately at the end of each tab, so you do not rely on them by mistake.

It is for administrators and implementation staff. For how levels combine, read How configuration is inherited first.

Saving at centre or doctor level writes a full copy

Both tabs save every field, not only the ones you changed. A centre or doctor that has been saved once keeps its own value for every field on the tab and stops following later Tenant changes. Check every field before you save at a lower level. See How configuration is inherited.

Amounts are in paise (100 paise = 1 rupee). In the Levels column, T = Tenant, C = Centre, D = Doctor.

Slot Engine tab

The Slot Engine tab controls how slots are built from a doctor's schedule and which of them can be booked. Appointment length is not set here. It comes from the service and the doctor's and centre's service settings. See How slot search works.

SKU Resolution

Label	Type and options	Default	Levels	What it does
Fallback SKU ID	Number	Empty	T, C, D	The priced service used when no doctor-, centre- or service-level price matches the doctor and service. A doctor with no matching price and no fallback shows no slots. Ask your implementation team for the ID

Slot Generation

Label	Type and options	Default	Levels	What it does
Buffer Between Slots	Minutes	5	T, C, D	Gap added after every slot. With 15-minute appointments and a 5-minute buffer, slots start at 9:00, 9:20, 9:40

Capacity

Label	Type and options	Default	Levels	What it does
Default Per Slot	Number	1	T, C, D	How many patients one slot can hold
Overbooking Enabled	On or off	Off	T, C, D	Lets a slot take more bookings than Default Per Slot
Overbooking %	Percent	0	T, C, D	Extra bookings allowed, rounded up to a whole patient. With capacity 1, any value above 0 allows 2 bookings. With capacity 10 and 15%, 12 bookings are allowed

Bookings that are Draft, Pending approval, Confirmed or Checked in use up a slot's capacity.

Walk-In Reserve

Label	Type and options	Default	Levels	What it does
Strategy	None / Percentage / Count	None	T, C	Holds back part of every slot for walk-in patients. Use Percentage (Count has no effect yet)
Reserve %	Percent	0	T, C	With Percentage, each slot keeps this share of its capacity for walk-ins, rounded up. With capacity 1, any value above 0 keeps the whole slot for walk-ins, so it cannot be booked online. Use it with capacity above 1
Apply to Online Only	On or off	On	T, C	On: the reserve applies to online and AI-assistant bookings only. Off: it applies to every booking, including the front desk

Walk-in reserve takes effect at Tenant and Centre level only. Doctor-level and Department-level values have no effect.

Booking Rules

Label	Type and options	Default	Levels	What it does
Min Advance Booking	Hours	1	T, C	Slots starting sooner than this from now are shown as not bookable
Max Advance Booking	Days	90	T, C	Slots further ahead than this are shown as not bookable
Same Day Booking	On or off	On	T, C	Off: no slot today can be booked
Same Day Cutoff	Hours	1 on screen (2 applies until the tab is first saved)	T, C	Today's slots starting within this many hours from now are not bookable. 0 turns the cutoff off
Max Bookings/Patient/Day	Number	3	T, C	Bookings one patient may have on one day. Used when the matching Appointments tab field is empty
Max Bookings/Patient/Doctor/Day	Number	1	T, C	Bookings one patient may have with one doctor on one day. Same rule
Max Active Bookings/Patient	Number	Empty	T, C	Open bookings one patient may hold. The Appointments tab value (default 5) normally applies
Max Appointments/Centre/Day	Number	Empty (no limit)	T, C	Bookings one patient may have at one centre on one day. Same rule
Max Appointments/Week	Number	Empty (no limit)	T, C	Bookings one patient may have in one calendar week. Same rule
Exception for Different Services	On or off	Off	T, C	In slot search, counts the daily limit per service instead of overall. When booking, the Appointments tab value applies

The staff booking calendar shows up to 45 days ahead.

Search and Cache

Label	Type and options	Default	Levels	What it does
Sort By	Earliest / Cheapest	Earliest	T, C	Order of slot results: earliest start first, or lowest price first (then earliest)
Capacity Check Mode	Realtime	Realtime	T, C	Existing bookings are counted for every search. Realtime is the only option

Slot Engine: saved but not applied yet

These fields can be edited and saved, but they have no effect today.

Label	What to expect
Priority Order	No effect. Prices are matched doctor first, then centre, then service
Strict Matching	No effect
Cache TTL (SKU Resolution)	No effect
Granularity	No effect. Slots follow appointment length plus buffer
Min Slot Duration	No effect
Align to Hour	No effect
Break Handling	No effect
Reserve Count (with Strategy Count)	No effect: nothing is reserved. Use Percentage
New Patient Extra, Existing Patient Extra, Follow-Up Extra, Repeat Patient Extra	Values entered here are not kept. Saving this tab at Doctor level can also clear extra minutes set during doctor setup
Default Range, Max Range	No effect. The booking screen sets the date range
Max Results	No effect
Include Fully Booked	No effect. Full slots are not shown
Approval Required, Timeout, Timeout Action, Hold Extends Standard Hold	No effect. Approval is set in the Approval section of the Appointments tab
Availability TTL	No effect with Realtime capacity checks

Appointments tab

The Appointments tab controls what happens to a booking from hold to completion. Values take effect at Tenant, Centre and Doctor level, and your implementation team can also set them for a single priced service. Department-level values have no effect. Settings marked fixed at booking are taken when the appointment is created, so later changes affect new appointments only.

For the workflows these settings drive, see Holds, payment at booking and approvals, Rescheduling, cancellation and refunds and Check-in, late arrival and no-show.

Hold & Payment

Label	Type and options	Default	Levels	What it does
Hold Duration	Minutes	10	T, C, D	How long a booking paid online is held as a draft while the patient pays. Bookings paid at the hospital are confirmed at once. Fixed at booking
On Expiry (Paid)	Confirm / Expire	Confirm	T, C, D	What happens when the hold ends and the bill is already paid
On Expiry (Unpaid)	Expire / Extend	Expire	T, C, D	Expire releases the slot. Extend adds Hold Extend Duration, up to Max Hold Extensions times, then expires
Hold Extend Duration	Minutes	15	T, C, D	Length of each extension
Max Hold Extensions	Number	2	T, C, D	How many times an unpaid hold can be extended
Late Payment Action	Confirm / Refund	Confirm	T, C, D	What happens to a payment that arrives after the booking expired. Refund returns the money

Late Payment Action: Confirm

With Confirm, a payment that arrives after expiry is recorded but the appointment stays Expired and is not refunded. Choose Refund, or have staff follow up on these payments.

Cancellation

Label	Type and options	Default	Levels	What it does
Refund Enabled	On or off	On	T, C, D	Off: cancelling never refunds
Pre-Confirmation Refund	Percentage / Flat / Full / None	Full	T, C, D	Refund when a Draft or Pending approval booking is cancelled
Pre-Confirmation Refund Value	Number	Empty	T, C, D	Percent for Percentage, amount in paise for Flat
Cooling Off Period	Minutes	5	T, C, D	Window after booking in which a cancellation gets the Cooling Off Refund
Cooling Off Refund	Percentage / Flat / Full / None	Full	T, C, D	Refund for a cancellation inside the cooling-off window
Cooling Off Refund Value	Number	Empty	T, C, D	Percent or paise, as above
Who Can Cancel	Comma-separated list: PATIENT, STAFF, DOCTOR, SYSTEM	All four	T, C, D	Who is allowed to cancel. Fixed at booking
Reason Required	On or off	Off	T, C, D	A cancellation must include a reason. Fixed at booking

After the cooling-off window, refunds follow per-person rules (patient, staff, doctor, system) that give a full refund to everyone by default. These rules have no field on this tab. See the last section.

Approval

Label	Type and options	Default	Levels	What it does
Approval Required	On or off	Off	T, C, D	Bookings wait as Pending approval until approved or rejected. Fixed at booking
Approval Timeout	Hours	24	T, C, D	How long a booking may wait for a decision. Fixed at booking
Timeout Action	Auto Approve / Auto Reject / Notify Admin / Extend / Cancel with Refund	Cancel with Refund	T, C, D	Auto Approve confirms. Notify Admin leaves it pending. Extend waits again. Auto Reject and Cancel with Refund both end as Rejected with the rejection refund
Rejection Refund Type	Percentage / Flat / Full / None	Full	T, C, D	Refund when a booking is rejected
Rejection Refund Value	Number	Empty	T, C, D	Percent or paise
Extension Timeout	Hours	24	T, C, D	Extra wait added by the Extend action
Max Approval Extensions	Number	2	T, C, D	How many times Extend can run before the booking is rejected

No approval screen yet

LeapHealthOS has no screen yet for approving or rejecting a pending booking. If you turn on Approval Required, talk to your implementation team first. Otherwise the Timeout Action decides each booking.

Reschedule

Label	Type and options	Default	Levels	What it does
Rescheduling Allowed	On or off	On	T, C, D	Off: confirmed appointments cannot be rescheduled
Reschedule Until	Hours before	4	T, C, D	Rescheduling closes this many hours before the slot
Same Doctor Required	On or off	Off	T, C, D	The new slot must be with the same doctor
Max Reschedules	Number	3	T, C, D	How many times one appointment can be rescheduled
Price Difference Handling	Pay Difference / Refund Difference / Credit Difference / Forfeit Difference	Pay Difference	T, C, D	If the new slot costs more, the patient pays the difference. If it costs less, Pay Difference and Refund Difference refund the difference. Credit Difference and Forfeit Difference refund nothing
Reschedule Fee Enabled	On or off	Off	T, C, D	Charges a fee for rescheduling
Reschedule Fee Type	Flat / Percentage	Flat	T, C, D	How the fee is worked out
Reschedule Fee	Number	0	T, C, D	Amount in paise for Flat, percent for Percentage
Reschedule Fee Waive Count	Number	0	T, C, D	Number of reschedules free of the fee

Check-In

Label	Type and options	Default	Levels	What it does
Early Window	Minutes	30	T, C, D	How long before the slot check-in opens
Late Threshold	Minutes	15	T, C, D	How long after slot start Check In stays available when Late Arrival Handling is Warn
Late Arrival Handling	Warn / Auto Cancel / Require Approval	Warn	T, C, D	Any arrival after slot start counts as late. Warn checks the patient in with a warning. Auto Cancel cancels the appointment. Require Approval stops check-in

No-Show

Label	Type and options	Default	Levels	What it does
Grace Period	Minutes	15	T, C, D	Staff can mark a no-show only after slot start plus this time
Auto-Mark Enabled	On or off	On	T, C, D	Marks confirmed appointments as no-show automatically
Auto-Mark After	Minutes	30	T, C, D	How long after the slot ends the appointment is marked as no-show
Blacklist Threshold	Times	3	T, C, D	Number of no-shows that flag a patient. The flag is for information only
Blacklist Window	Days	90	T, C, D	Period over which no-shows are counted for the flag
Refund on No-Show	On or off	Off	T, C, D	Refunds part of the payment for a no-show
No-Show Refund Type	Percentage / Flat / Full / None	None	T, C, D	How the no-show refund is worked out
No-Show Refund Value	Number	0	T, C, D	Percent or paise
Cancel on No-Show	On or off	Off	T, C, D	On: the bill is cancelled when the appointment becomes a no-show. Off: the bill is kept

Completion

Label	Type and options	Default	Levels	What it does
Auto-Complete on Prescription	On or off	Off	T, C, D	Completes a checked-in appointment when its prescription is issued
Auto-Complete on Report	On or off	Off	T, C, D	Completes a checked-in appointment when its test report is delivered

Patient Profile Requirements

Label	Type and options	Default	Levels	What it does
Required Patient Fields	Tick boxes: Date of Birth, Gender, Email, Blood Group, Address, Emergency Contact Name, Emergency Contact Phone. Patient Name and Phone are always required	Name, Phone, Date of Birth, Gender	Tenant only	Until these are filled in, the appointment shows Register Patient instead of Collect Payment and Check In. Shows "default — not saved yet" until you save it

See Finding and registering patients.

Booking Limits

These limits apply when the appointment is booked and are fixed at booking. Bookings count while they are Draft, Pending approval, Confirmed or Checked in. Where a field here is empty, the matching Slot Engine Booking Rules value applies. 0 or empty means no limit.

Label	Type and options	Default	Levels	What it does
Max Active Bookings/Patient	Number	5	T, C, D	Open bookings one patient may hold
Max Bookings/Patient/Day	Number	Empty (Slot Engine value, 3)	T, C, D	Bookings per patient per day
Max Bookings/Patient/Doctor/Day	Number	Empty (Slot Engine value, 1)	T, C, D	Bookings per patient with one doctor per day
Max Appointments/Centre/Day	Number	Empty	T, C, D	Bookings per patient at one centre per day
Max Appointments/Week	Number	Empty	T, C, D	Bookings per patient per calendar week
Exception for Different Services	On or off	Off	T, C, D	Counts the daily limit per service, so a patient can book different services on the same day

Appointments: saved but not applied yet