Getting started and managing your practice

First login

Sign in through Log in, then complete the practice name, location, timezone, and language. Give every team member an individual account; do not share passwords.

Practice setup

Open Settings to check appointment types, duration, price, buffers, locations, and reminders. Test the public booking page afterwards without confirming a real appointment.

Patients

Use Patients to find or create a record. Check contact and invoice details before issuing an invoice. Medical notes belong in the patient record, not in general CRM notes.

Calendar

Choose New appointment on the dashboard or select a time in the calendar. No patient creates a blocked time slot; it does not link or notify a patient.

Forms

Create and publish intake forms or questionnaires under Forms. Check required questions and access settings before sharing a link. Submissions and prior versions remain available with the form.

Billing

Complete the legal invoice profile first. Check the patient address, line items, total, and due date before issuing an invoice or payment link. Never use real payments in a test environment.

CRM

Leads have a source, stage, and optional owner. Record follow-up as an activity. Bulk email requires an explicit selection and shows the exact recipient count before sending.

Reports

Use date, location, and practitioner filters for revenue and appointments. The lead report shows incoming volume, stage, source, and conversion for the selected period.

Team roles

Grant only the role a person needs. Owner and admin roles have broader settings access; practitioner and front-desk roles are narrower. Deactivate departed team members promptly.

Integrations

Check Stripe, email, SMS, WhatsApp, and advertising integrations separately. A visible setting does not guarantee that external credentials or channels are active.

Privacy

Use Data & Privacy for retention and export requests. Medical records use a configurable WGBO baseline of at least twenty years from the last modification; exceptions require a documented review.

Troubleshooting

Refresh the page and check the selected location, date, and filters first. For a recurring error, record the route, time, and visible message. Do not send real patient communications when only testing configuration.