You can now add UTM parameters (and an optional External ID) to your booking links. This helps you track which marketing campaigns are driving patient appointments and allows you to export the data to CSV for deeper analysis.
1. Adding UTM Parameters to Your Booking Links
UTM parameters are small tags you add at the end of your booking URL. They are completely optional — you can use all of them, just a few, or none at all.
Here are the supported parameters:
utm_source – Where the patient came from (e.g., google, facebook, newsletter).
utm_medium – The marketing channel (e.g., cpc, email, social).
utm_campaign – The campaign name (e.g., summer_promo, whitening_offer).
utm_term – Keywords (mainly for paid search ads).
utm_content – To distinguish between ads or links (e.g., banner1, textlink2).
external_id – A custom reference ID for your own tracking (e.g., adgroup_123, CRM campaign ID).
👉 Base booking link example (no UTMs yet):
https://www.patientsreach.com/schedule/yourdentalpractice/?referrer=direct
👉 Booking link with UTMs added:
https://www.patientsreach.com/schedule/yourdentalpractice/?referrer=direct &utm_source=google &utm_medium=cpc &utm_campaign=teeth_whitening &utm_term=whitening &utm_content=ad1 &external_id=adgroup_123
👉 Booking link with just a couple of fields:
https://www.patientsreach.com/schedule/yourdentalpractice/?referrer=direct&utm_source=facebook&utm_campaign=summer_promo
💡 Tip: If you don’t include a parameter, that column will simply display as “–” in your reports.
2. Viewing UTM and External ID Data in Appointment Reports
When patients book through these links:
Go to Appointments → Online Booking.
You’ll see new columns in the appointment list:
Source
Medium
Campaign
Term
Content
External ID
Empty values show as “–”, so you can quickly tell when no tracking data was passed.
You can sort and filter these columns like any others to analyze performance.
3. Exporting Appointments with Tracking Data to CSV
If your role has export permission, you can export all appointment data (including UTM parameters and External ID):
Go to Appointments → Online Booking.
Apply filters or searches if needed (e.g., Campaign = “summer_promo”).
Click Download CSV.
Open the CSV in Excel, Google Sheets, or your BI tool to analyze campaign performance.
4. Current Limitation & Future Enhancement
As of now, if a patient navigates from your practice’s website to the booking page, the URL parameters from your website are not automatically copied into the online booking link.
👉 This means you’ll need to manually add UTMs to the booking URL you share in ads, emails, or campaigns.
✅ We’re working on an enhancement that will propagate URL parameters automatically into the online booking flow, so you won’t need to worry about losing tracking data.
Best Practices
Keep UTM names consistent (e.g., always use Facebook, not fb sometimes and Facebook other times).
Use clear campaign names like fall_whitening_promo so they’re easy to recognize in reports.
Use external_id if you need to tie bookings back to your own systems or ad groups.
Start simple — add just utm_source and utm_campaign first, then expand as you need.
✅ With UTM tracking and CSV export, you’ll know exactly which campaigns and sources bring patients into your practice.