Brands and Branded Booking Links

What a Brand Is

A brand is made up of four core elements:

• Title: The name shown to patients (up to 150 characters).
• Logo: Used on patient screens, emails, and printed forms (JPG, PNG, GIF, WebP, or SVG, up to 2MB. Landscape works best at 200px wide).
• Primary Colour: A 6-digit hex value (e.g. #1A2B3C) used for buttons and headings across the patient journey.
• Secondary Colour: A supporting hex value used alongside your primary colour.

What a Brand Changes

Only the patient-facing identity changes. Email infrastructure—such as the sending address, reply-to address, and BCC settings—remains at the group level to reflect the sending entity.

• Patient Pre-Screen & Booking Screens: Replaces the logo, primary and secondary colours, and the name shown to the patient.
• Confirmation, Reminder & Follow-Up Emails: Replaces the logo, display name, and the "your appointment at..." wording.
• Pharmacy Portal: Replaces the logo in that branch's portal header.
• Printed Consultation Forms: Replaces the logo on the paperwork handed to the patient.
• Service Links & QR Codes: Replaces the single group link with one unique branded link and QR code per brand.

Step 1: Create a Brand

1. Navigate to Brands > View brands.
2. Click Add brand.
3. Complete the brand details:
   • Title (Required): Enter the name patients see (up to 150 characters).
   • Logo: Upload a JPG, PNG, GIF, WebP, or SVG file (maximum 2MB).
   • Primary & Secondary Colours: Select using the colour pickers or enter a 6-digit hex value.
4. Click Save.

Your brand now appears in the brands list with its logo and colour swatches shown for reference.

⚠️ Important: As soon as your group has one active brand, the single group booking link shown against each service is replaced by one link per brand. Create brands only when you intend to use them, and complete Step 2 before sharing any links.

Step 2: Apply the Brand to Your Pharmacies

A brand only reaches patients once branches are assigned to it.

1. Navigate to Pharmacies > Pharmacies.
2. Click Manage on the target pharmacy, then click Edit.
3. In the Brand dropdown, select the brand for that branch.
4. Click Update at the bottom of the page.

Points to Note:

• The Brand dropdown only appears once your group has at least one active brand.
• Every pharmacy defaults to Not assigned, meaning it retains your overall group identity.
• Use the Brand column and Brand filter on the pharmacy list to confirm no branches have been missed.

💡 Staff Tip: Work through your full pharmacy list in one sitting. A branch left as 'Not assigned' will still take bookings, but patients will see your overall group name and logo rather than the local fascia.

Step 3: Apply a Brand to a Clinic (Optional)

Off-site clinics can carry a brand of their own, independently of the physical pharmacy running them.

1. Navigate to Clinics > Arrange a new clinic (or edit an existing clinic).
2. Under Clinic setup, choose the Brand.
3. Save the clinic.

The clinic's booking journey and confirmation email will automatically adopt that brand's name, logo, and colours.

Step 4: Collect Your Branded Links & QR Codes

Branded links are generated automatically—there is nothing to build manually.

1. Navigate to Service builder > Services.
2. Find the service you want to promote.
3. Locate the Start pre-screen card for each of your active brands on the right-hand side.

Each card provides:

• QR Code: Downloadable image for leaflets, window vinyls, shelf-edge cards, and counter displays.
• Short Link: Click to copy directly to your clipboard for use on websites, social media, or emails.

Links and QR codes are generated once and stored permanently. Editing a brand's title, logo, or colours does not change its destination links, so you can refresh branding without reprinting materials.

What the Patient Sees

When a patient opens a branded link:

1. The booking journey loads using the brand's logo, colours, and name (your overall group name is hidden).
2. The patient is shown only the branches trading under that specific brand.
3. They select a branch, complete the pre-screen, and book.
4. Confirmation and reminder emails arrive carrying the same brand identity.

One Link Across Owned and Independently-Owned Branches

Many groups trade a brand across both company-owned branches and independently-owned members. An independently-owned branch runs its own Deltera account with its own services, pricing, and calendar—but can sit behind the same brand link.

• Owned Branches: Managed inside your Head Office account. Assigned to a brand via Pharmacies > Edit Pharmacy.
• Independently-Owned Branches: Managed in the member's own Deltera account. Joined to the link when their account is linked to your brand and they run a service with the exact same name.

Requirements for Member Branches to Appear:

• Account Linked: The member account must be linked to your brand (configured during onboarding or via your Deltera contact).
• Exact Service Name Match: Services are matched by name. A service named "Travel Consultation" in your account will only link to "Travel Consultation" in theirs.

⚠️ Warning: Renaming a service on either side silently removes matching branches from that brand's link. Always agree on service names with members before launch and coordinate any future renames across accounts.

Editing and Removing Brands

Editing a Brand

Navigate to Brands > View brands, click Manage, then Edit. Changes to the title, logo, and colours update immediately everywhere the brand is used. Leaving the logo field blank keeps the existing file.

Removing a Brand

Click Manage > Delete on the brand card.

• Deleting a brand removes its booking links from the Services page.
• Any assigned branches automatically fall back to your default group identity.
• Printed QR codes and existing links will continue to function, but the booking journey will display your overall group identity instead.

💡 Staff Tip: Reassign affected branches to a new brand before deleting an old one to prevent patients from seeing default group branding.

Branded Links in the Pharmacy Branch

Branch teams do not need to be sent links manually.

Inside the Pharmacy Portal and on individual pharmacist accounts, navigating to In Pharmacy > Booking Menu displays each service link and QR code already stamped with that branch's brand. The same applies to walk-in QR codes and pre-screen links.

Track performance across fascias under Reports > Brand performance.

Launch Checklist

• Brand Created: Title, logo, primary colour, and secondary colour configured (Brands > View brands).
• Pharmacies Assigned: Every branch assigned to its designated brand (Pharmacies > Brand column).
• Member Accounts Linked: Independently-owned branches linked to the brand via Deltera support.
• Service Names Matched: Exact service name alignment confirmed across all participating accounts (Service builder > Services).
• Links & QR Codes Collected: Branded assets gathered for distribution (Service builder > Services).
• Test Booking Completed: One test booking completed per brand to verify branch filtering and confirmation email branding.

Troubleshooting

• An owned branch does not appear: Verify its brand assignment on the Edit Pharmacy page, check that the branch is active, and confirm the service is mapped to that location under Service Builder.
• A member-owned branch does not appear: Confirm their account is linked to your brand with Deltera support, and check that the service name in their account matches yours character-for-character (including brackets or terms like "(Private)").
• The booking journey appears unbranded: Confirm the brand has not been deleted under Brands > View brands and ensure the branch is correctly assigned.