Waiting Area Configuration

This article will walk you through the Waiting Area configuration options for your clinic.

Last Updated: May 2022


  • This article is for you if you are on one of these plans:
    • Our 2-week free Trial Plan
    • Premium Plan
    • Enterprise Plan
  • Click here to learn what plan you are on.
  • The Waiting Area (Virtual Reception Room) is NOT a feature of our:
    • Essentials Plan
  • At the end of your 2-week free trial, if you choose the Essentials plan or Standard plan, you will lose access to the Waiting Area feature. Click here to compare the plan features.

On this page:

  1. Where do I find the Waiting Area configuration menu?
  2. What are the configuration options?
    1. Setting your time zone
    2. Sharing your Waiting Area link
    3. Setting your operating hours
  3. More support options

Where do I find the Waiting Area configuration menu?

  1. Sign into Coviu as you normally would.
  2. Click Configure on the left side menu (if you can't see the Configure menu, then you are not the Coviu system Administrator for your account).
  3. Click the Waiting Area tab.
  4. A list of all your configuration options will be shown.
  5. Your Waiting Area is automatically activated when the clinic is created, however, you can disable it by deselecting the Enable Waiting Area button. We generally don't recommend disabling your waiting area.
  6. Note: Select the green 'Save' button to save any changes made.
Waiting area save button

What are the configuration options?

Follow these steps to configure the necessary items:

  1. In the General Configuration section:
    • Optional - enter the name and specialty for your Waiting Area.
    • Required - set the time zone your clinic operates from.
  2. In the Share waiting area section:
    • Share your waiting area link with patients, so they can join a call and arrive at your clinic. You can:
      • Share the link by copying it and sending it to your patients.
      • Launch using a button. This means patients simply click a button on your webpage and a new page starting a video call automatically opens up in a new window. They will wait there until a practitioner or admin staff member enters the room.
      • Embed into a web page. This will directly open the video consultation without leaving your web page.
  3. In the Waiting area hours section:
    • Configure the Hours for each day's availability, including breaks.
      Waiting area hours
  1. Supporting information for callers - Create and edit a message for patients, that is shown whilst they are waiting to be seen. This message should tell patients how to contact your support team. You can also add clinic-specific links to your Privacy Policy, Terms of Service and a Help link.
  2. Patient entry fields - Add or edit the type of information you want your patients to provide prior to being seen, for example phone number or Medicare number. You can make these entry fields 'required' if the information is needed before continuing with the call.
  3. Automated Messages - Create and edit automated messages that are sent to patients in the waiting area, such as updates on waiting times or clinic announcements. For example 'Call 000/911 if you have a medical emergency'. You can also choose the timing in which these are sent.
  4. Call LocksAllows the Host of a call to lock and restrict entry to calls joined in the Waiting Area.

More support options

You have completed another Coviu help article! You now know how to configure your Waiting Area.

If this is not what you were looking for, explore our knowledge base and search for another article from here.

If you still require any assistance, please do not hesitate to get in touch with our friendly Customer Success team using any of the contact methods available here.