SmartUpWorld Clinic Appointments

What Is SmartUpWorld Clinic Appointments?

SmartUpWorld Clinic Appointments is a free WordPress booking plugin built for dental practices, medical clinics and other appointment-based businesses. Patients book from your website in a few clicks; your front desk manages every request from one dashboard screen. It works with any theme and stores everything in your own WordPress database.

Key features:

• Live availability calendar — fully booked and closed days are marked, and the form offers the next free day in one click
• Two booking modes: requests your team confirms, or instant booking
• One-click Confirm, Confirm next free time, Decline (with a reason), Completed and No-show
• Opening hours with breaks, closed dates and blocked hours, maximum appointments per day and per treatment
• Treatment lengths, chairs (patients at the same time), gap between appointments, minimum notice and booking window
• Emails at every step — with arrival time and a calendar invitation (.ics) — plus automatic reminders
• Private patient link to view, cancel or pick a new time
• Overview, list, month calendar, phone and walk-in bookings, CSV export
• “Front Desk” user role that can manage appointments and nothing else
• Built-in spam protection, WordPress privacy export/erase and optional automatic data clean-up
• No external services — nothing is loaded from, or sent to, other servers

Installation

1. Go to Plugins → Add New, search for SmartUpWorld Clinic Appointments and click Install Now. Or download it from WordPress.org and upload the zip.
2. Click Activate. An Appointments menu appears in the dashboard, and a private Manage Appointment page is created for patient links.
3. Open Appointments → Settings. Enter your practice details, opening hours, limits and treatments.
4. Add the shortcode [suwca_booking_form] to the page where patients book (for example “Book an Appointment”).
5. Install an SMTP plugin such as WP Mail SMTP so booking emails reach the inbox, then send yourself a test from Settings → Emails.

Adding the Booking Form

Paste this into any page, post or widget:

[suwca_booking_form]

Shortcodes

Pre-select a treatment from a link

Add ?service= to the booking page address with the treatment ID, slug or name. Handy for “Book this treatment” buttons on your service pages:

https://example.com/book-an-appointment/?service=teeth-whitening

How a patient books

1. Chooses a treatment and says whether they are a new or existing patient (new patients can get extra time).
2. Picks a day in the calendar. Free days are highlighted; full days are struck through and the form offers the next available day.
3. Picks a time, enters name, phone and email and ticks the consent box.
4. Sees a thank-you message with a reference number, and gets an email with a private link to view, change or cancel.

Managing Appointments

Everything lives under Appointments in the dashboard.

Appointment Statuses and Actions

Every appointment keeps a history: who changed what and when, and every email sent — or not sent, if your email setup has a problem.

Front Desk role

Create a user with the Front Desk role for your receptionist. They see the Appointments menu only — no posts, pages, plugins or settings.

Opening Hours, Limits and Treatments

Booking rules & hours

Closed dates

Add holidays, vacations, training days or a few blocked hours. Leave the times empty to close the whole day. The reason you type (e.g. “Closed for Thanksgiving”) is shown to patients.

Treatments

Each treatment has a name, a length in minutes, an optional maximum per day (for example only 2 emergency visits a day) and a Bookable switch. Themes can supply their own treatment list — see Developers.

Emails and Reminders

Edit every email under Appointments → Settings → Emails. Each one can be switched off, and Save & send me a test sends a sample to you.

Placeholders

{first_name} {patient_name} {service} {date} {time} {end_time} {arrive_time} {reference} {note} {manage_link} {booking_link} {review_link} {practice_name} {practice_phone} {practice_address} — and more listed on the Emails tab.

Tip: reminders use WP-Cron, which runs when your site gets visits. On a quiet site ask your host for a server cron job that loads wp-cron.php every 15 minutes, so reminders go out on time. Install an SMTP plugin (e.g. WP Mail SMTP) so emails do not land in spam.

Patient Self-Service

Every patient email contains a private link to the Manage Appointment page. There the patient can:

• See the status, treatment, date, time, arrival time and address
• Add the appointment to their calendar
• Pick a new date and time (in request mode the new time goes back to your team to confirm)
• Cancel — the time becomes free for other patients and your team is emailed

Set how close to the appointment online changes are allowed under Settings → General → Online changes allowed until. After that, patients are asked to call. You can switch cancelling and rescheduling off completely. The Manage Appointment page is hidden from search engines and never cached.

Spam Protection and Privacy

Spam protection

• Hidden trap field and speed check that catch most bots
• Limit of 5 bookings per hour from one visitor
• One active request per email address per day
• Room for a CAPTCHA: your theme or another plugin can add one through the suwca_booking_form_fields action and the suwca_validate_booking filter

Privacy

• Stores only name, email, phone, treatment, date and time, new or existing patient, and an optional message.
• The form asks patients not to include medical details. The plugin is not a HIPAA-compliant records system.
• Works with Tools → Export Personal Data and Erase Personal Data, and adds suggested text to your privacy policy guide.
• Optional automatic deletion of old appointments after a number of months.
• No external services: nothing is loaded from, or sent to, other servers.

For Developers

Filters

Actions

The form also fires a suwca:booking-failed JavaScript event after a failed submit, so a CAPTCHA widget can reset itself.

Examples

add_filter( 'suwca_validate_booking', function ( $valid ) {
	if ( true !== $valid ) {
		return $valid;
	}
	return my_captcha_passed() ? true : 'Please complete the security check.';
} );

add_action( 'suwca_status_changed', function ( $id, $status ) {
	if ( 'confirmed' === $status ) {
		$appointment = suwca_get_appointment( $id );
		my_sms_send( $appointment->phone, 'Your appointment is confirmed.' );
	}
}, 10, 2 );

add_filter( 'suwca_services', function () {
	return array(
		array( 'id' => 'checkup', 'name' => 'Checkup', 'duration' => 45, 'daily_limit' => 0, 'active' => 1 ),
		array( 'id' => 'emergency', 'name' => 'Emergency', 'duration' => 30, 'daily_limit' => 2, 'active' => 1 ),
	);
} );

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