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PPS Integration Setup

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Required Permissions

Create a dedicated PPS API token for Intavia, then open System Settings -> API -> select the token -> Edit Permissions. For full Intavia appointment automation, set these rows to the listed access level: Add these only when your Intavia onboarding contact asks for them: If PPS only lets you set a parent row, use the least parent permission that covers the child rows above: Client: Read/Write, Diary: Read/Write, User: Read, Location: Read, and Clinic: Read. Do not grant Read/Write/Delete. Intavia cancels appointments by updating the appointment with the configured RFNA reason; it does not delete PPS clients, notes, or appointments. If Intavia has asked for client lookup only, grant only: Clinic: Read, Client -> Detail: Read, Client -> Contact: Read, Diary -> Appointment: Read, and Location: Read. If Intavia has asked for availability checks only, grant only: Clinic: Read, Diary -> Appointment Type: Read, Diary -> Availability: Read, User -> Practitioner: Read, User -> Location: Read, and Location: Read. If Intavia has asked for client lookup plus read-only availability access, add Client -> Detail: Read, Client -> Contact: Read, and Diary -> Appointment: Read. If your PPS permissions page has a separate System or Main System Information row, grant that row Read instead of Clinic: Read.

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Why These Permissions Are Needed

Leave all other sections unset unless Intavia explicitly asks for them. Intavia does not currently need Medical History, Document, Activity, Audit, Accounts, User Access, or Read/Write/Delete permissions. If PPS shows appointment type profiles as a separate permission from Diary -> Appointment Type, grant appointment type profiles Read as well.

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Required Token Values

Copy these values from PPS into Intavia -> Integrations -> PPS:

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Setup Steps

  1. In PPS, create or open the API token you want Intavia to use.
  2. Apply the permissions listed above and save the token.
  3. Copy the token values.
  4. In Intavia, open Integrations -> PPS -> Connect.
  5. Paste the token values and click Connect.

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Additional Permissions Intavia May Request

Some future PPS rollouts may need extra read-only setup permissions, such as Client -> Title, Client -> Intro Source, Department, or Room, so Intavia can validate configured PPS IDs. Do not grant them unless your Intavia onboarding contact asks for them.

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Troubleshooting

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”Invalid PPS credentials”

Check the System ID, token values, and API Base URL. PPS token fields can be easy to copy with missing or extra characters.

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Availability is empty

Check Diary -> Appointment Type: Read and Diary -> Availability: Read. Also make sure the appointment types and availability you want Intavia to use are enabled for web/online booking in PPS.

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Booking or rescheduling fails

Check Diary -> Appointment: Read/Write. New-patient booking also needs Client -> Detail: Read/Write and Client -> Contact: Read/Write.

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Cancellation fails

Check Diary -> Appointment: Read/Write. Intavia also needs a configured RFNA reason for each cancellation reason it can use.
Last Updated: June 2026