PPS Integration Setup

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:

Section	Row	Access
Client	Detail	Read/Write
Client	Contact	Read/Write
Diary	Appointment	Read/Write
Diary	Appointment Type	Read
Diary	Availability	Read
User	Practitioner	Read
User	Location	Read
User	Department	Read
Location	-	Read
Department	-	Read when using PPS practice opening hours

The two department permissions are separate: top-level Department: Read supplies PPS practice opening hours, while User -> Department: Read (user.department) supplies practitioner/department relationships. Connecting does not require top-level Department access when Diary -> Appointment Type: Read is available. Intavia first checks system information; if PPS denies that read, it verifies the connection through one page of appointment types instead. An empty catalogue is valid. At least one check must succeed; connecting does not establish permissions for client records, appointments or practice opening hours. Add these only when your Intavia onboarding contact asks for them:

Section	Row	Access	When needed
Client	Note	Read/Write	Writing call notes to PPS client records
Diary	RFNA	Read	Validating PPS cancellation reasons during setup

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 Department: Read when PPS practice opening hours are needed. 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: Department: Read, Client -> Detail: Read, Client -> Contact: Read, Diary -> Appointment: Read, and Location: Read. If Intavia has asked for availability checks only, grant only: Diary -> Appointment Type: Read, Diary -> Availability: Read, User -> Practitioner: Read, User -> Location: Read, User -> Department: Read, and Location: Read. Add Department: Read if Intavia also needs PPS practice opening hours. If Intavia has asked for client lookup plus read-only availability access, add Client -> Detail: Read, Client -> Contact: Read, and Diary -> Appointment: Read.

Why These Permissions Are Needed

Permission	What Intavia uses it for
Client Detail / Contact	Find existing clients and create new client records with caller details.
Diary Appointment	Read existing appointments, book, reschedule, and cancel appointments.
Diary Appointment Type / Availability	Read bookable appointment types and available time slots.
User Practitioner / User Location / User Department	Match practitioners to the locations and departments used for booking.
Location	Read the locations available for booking.
Department	Read practice opening hours through `/system/main-system-information`. PPS requires this permission for that endpoint even when no departments exist. It is not required merely to connect when appointment-type read access is available.

Leave all other sections unset unless Intavia explicitly asks for them. Intavia does not currently need Clinic, Medical History, Document, Activity, Audit, Accounts, User Access, or Read/Write/Delete permissions. The Clinic permission covers clinical information such as consultation notes; it is not the permission for locations. If PPS shows appointment type profiles as a separate permission from Diary -> Appointment Type, grant appointment type profiles Read as well.

Required Booking Configuration

Creating an appointment type is not enough to make it bookable through Intavia. Each appointment type that Intavia should offer must have an Appointment Type Profile that links it to the practitioners and locations where it can be booked. For every appointment type Intavia will use:

Create or open the appointment type in PPS.
Create the matching Appointment Type Profile.
Link the profile to the correct practitioner and location.
Make sure the appointment type and profile are enabled for web/online booking where PPS provides that setting.

Intavia uses these profiles to identify valid appointment type, practitioner, and location combinations. Without a matching profile, the appointment type may exist in PPS but Intavia cannot safely offer or book it.

Required Token Values

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

Intavia field	Required?
API Base URL	Yes. Usually `https://pps-api.com`.
System ID	Yes
Consumer Token	Yes
Consumer Secret	Yes
Token	Yes
Token Secret	Yes
Login Token	Optional. Leave blank unless Intavia asks for it.

Setup Steps

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

Additional Permissions Intavia May Request

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

Troubleshooting

”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.

”PPS denied access to the connection checks”

Check the token values and System ID, then confirm that the token has either Department: Read or Diary -> Appointment Type: Read. A 403 access denial does not establish that the token values are wrong. Intavia never saves the connection solely because a denied endpoint was skipped. Connecting through appointment types does not enable PPS practice-opening-hours reads. Features that use those hours still require Department access. Booking availability continues to use the separate Diary Availability permission.

Availability is empty

Check Diary -> Appointment Type: Read and Diary -> Availability: Read. Also make sure each appointment type has an Appointment Type Profile linking it to the intended practitioner and location, and that both the type and profile are enabled for web/online booking in PPS.

Booking or rescheduling fails

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

Cancellation fails

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

Last Updated: September 2026

Getting started

PPS setup