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How to build a Custom Waiting Room

Create a professional and welcoming experience for patients

Elevate your check-in experience with a professional look that reflects your practice, welcomes patients, and makes every visit feel personalized.

⭐ Available on Premium plans, supported on all devices

Video tutorial

Watch a step-by-step overview on how to build a Custom Waiting Room. Pause the video as needed to follow along.

Step 1: Access Waiting Room Settings

  1. Log into your Doxy.me paid account

  2. Click on Settings

  3. Select the Rooms tab and click the three dots next to the room you’d like to customize

  4. Click Customize Waiting Room to open the customization editor

You will now see two sections:

  • Left side – Where you can activate and make changes

  • Right side – A preview of what your patients will see

By default, the Default Waiting Room will be displayed to your patients. To begin customizing, click into a Waiting Room section and begin making edits.

💡 You can preview your changes as you work, then save them as a draft or publish them when you’re ready

Step 2: Customize your Waiting Room sections

1. Reception (required)

This section is for greeting your patients and letting them know they are in the right place.

  • Choose a Section Heading from the dropdown:

    • Welcome to [Provider Name]’s Waiting Room

    • Welcome to my virtual Waiting Room

  • Write a welcome message using the text editor. You can:

    • Add bold, italics, underlines

    • Insert lists and links

Want to reset to default? Click the Reset button.

2. Patient Instructions (optional)

If you want to provide guidelines for your patients before their session, you can add instructions here.

  • Choose a Section Heading from the dropdown:

    • Pre-appointment instructions

    • Make the most of your visit

    • What to expect

    • Announcement

  • Add instructions using the text editor (format text, insert links, etc.).

3. Professional Information (optional)

Use this section to share details about your background, qualifications, or experience.

  • Choose a Section Heading from the dropdown:

    • Get to know [Provider Name]

    • About me

  • Enter your professional details using the text editor.

Add a Headshot

A headshot helps personalize your profile and build trust.

  1. Click the headshot circle

  2. Select Upload Headshot

  3. Choose a JPG or PNG file (up to 5 MB) from your computer

4. Additional Information (optional)

You can add up to six extra sections for videos, images, or written content. You may add a title and subtitle to each section.

  • Click Add Content and select the type of content to add:

    • Videos – Add a YouTube or Vimeo link

    • Photos – Upload a JPG or PNG (up to X MB)

    • Text – Add up to 1,000 characters
      ​

Step 3: Save or Publish your Custom Waiting Room

Publishing your changes

Once you’re happy with your setup:

  1. Click the Publish button at the bottom of the editor

  2. Your Custom Waiting Room will now be visible to patients

Save your changes as a draft

Not ready for patients to see your changes? Click Save draft at the bottom of the page. Drafts aren't shown to patients until you click Publish. Return to a draft and update it until you're ready for publication.

After you save a draft, use the editing dropdown at the top of the page to switch between your available versions:

  • Live – The version currently shown to patients

  • Draft – Your saved, unpublished changes

The options you see depend on whether you already have a published Custom Waiting Room.

  • If this is your first time customizing your Waiting Room, you can choose to publish your changes immediately or save them as a draft

  • If you already have a published Custom Waiting Room, you can switch between the live and draft versions

Note: If a draft already exists and you edit the live version, publishing those changes will replace the saved draft. Doxy.me will warn you before anything is overwritten or removed.

Publish your changes

Once you’re happy with your setup:

  1. Click Publish at the bottom of the editor

  2. Your Custom Waiting Room will now be visible to patients

Publishing your changes removes the saved draft. The newly published version becomes your live version.

Editing or deleting sections

  • To edit your Custom Waiting Room, open the editor and select the version you want to work on from the Editing dropdown, when available

  • Make your changes, then click Save draft to continue working later or Publish to make the changes visible to patients

  • To delete an optional section, click delete

Reverting to the Default Waiting Room

After you publish a Custom Waiting Room, a toggle appears at the top of the page. It will automatically be turned on to show your new content.

  • Turn the toggle on to show your Custom Waiting Room

  • Turn the toggle off to show the Default Waiting Room

Turning off your Custom Waiting Room does not delete it. You can turn it back on when you’re ready.

Questions? Please contact our Support team

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