Prospyr setup guide
What you need, the seven setup steps, what happens on a booking call, and what 2care reads and writes in Prospyr.
4 min read
How it connects
2care connects to Prospyr through Prospyr's own API, using an access token an administrator generates for your Prospyr workspace. The token is stored encrypted, and access is limited to scheduling and client details.
Availability is read live from Prospyr as the caller speaks. Every booking, client detail and call outcome is written back into Prospyr, so there is no second place for your team to check.
Terms used here
- Workspace. Your practice's account in Prospyr.
- Provider. A practitioner with their own availability in Prospyr.
- Service. A consultation or treatment, with the duration you have set.
- Treatment interval. The minimum gap your protocol sets between two treatments.
Before you start
| Item | Who provides it |
|---|---|
| A signed BAA or DPA with 2care, depending on where your practice operates | Signed before any client data moves |
| A Prospyr access token for your workspace, generated by an administrator | Your practice owner or manager |
| Your providers and the locations they work from | Your practice manager |
| The consultations and treatments callers may book | Your practice manager |
| Any treatment intervals your protocol sets | Your clinical lead |
Setup
- Sign the BAA or DPA. No client data is read until it is in place.
- Generate the access token. An administrator creates it for your workspace and shares it securely with your onboarding specialist.
- Connect and check. We confirm that your providers, locations and services come through as you expect.
- Map your services. You choose which consultations and treatments the agent offers, and to whom, and durations come from your Prospyr setup.
- Confirm your treatment intervals. Where your protocol sets a minimum gap, the agent offers the earliest date it allows.
- Run a test round trip. We book a test appointment, open it in Prospyr with your team watching, then cancel it.
- Switch the line over. Your number forwards to 2care at the hours you choose. See forwarding your number.
On a booking call
| Step in the call | What the caller hears | What happens in Prospyr |
|---|---|---|
| Identity | A request for their name and email address | The caller is matched to their client record, or a new client is created |
| Availability | Open times for the treatment and provider they asked about | Provider availability is read live for that service and location |
| Choice | The time they chose, read back | The slot is checked again at the moment of booking |
| Booking | Confirmation of the appointment | The consultation or treatment is written into Prospyr against the right provider |
| Confirmation | A text with the date, time and address | The call record is attached to that client in Prospyr |
The agent confirms the appointment only once Prospyr has accepted it. If the time was taken in the meantime, Prospyr refuses the booking and the agent offers the next open time instead.
Email is the client's key
Prospyr keeps one client record per email address. When a new client calls, the agent asks for their email, spells it back and saves it, so later bookings and messages attach to the same record.
What 2care reads
- Provider availability, checked as the caller is speaking
- Consultation and treatment types, each with the duration you have set
- Client records, so somebody who has been in before is recognised
- Treatment intervals, where your protocol enforces them
- Your locations, so a multi-site practice offers the right one
What 2care writes
- Consultations and treatments, booked against the right provider
- New clients and updated contact details, confirmed on the call before saving
- What the client asked about, so the consultation starts informed
- Cancellations, freed straight away for the waiting list
- The call record, attached to the client
What 2care never touches
- Clinical notes, results and medications
- Anything outside the access your token allows
- Any action your team could not undo: every write records the call that caused it
Questions
Will it book inside a treatment interval?
No. Spacing comes from your own configuration, so the earliest date the caller hears is the first one your protocol allows, with the reason explained.
Do website enquiries get followed up?
Yes. Enquiries that arrive out of hours are picked up and followed up while the person is still deciding. See forwarding your web form.
How long does setup take?
Most practices are live in about 5 business days once the token is in place and services are mapped.
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