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A practical guide to every feature in Lumira — search for an answer, or browse by category below.

138 articles

01

Calendar

Your calendar is where you see and plan everyone's schedule. These articles cover how to navigate it, change views, and filter what shows up.

1.1 How to switch the calendar view

View your calendar by day, week, or month depending on how much you want to see at once.

Who can do this Everyone with calendar access.

Steps

  1. Go to Calendar from the sidebar.
  2. At the top of the calendar, find the view switcher (Day / Week / Month) on the right side of the toolbar.
  3. Click the view you want.

Good to know

  • Your selected view is saved in the page URL, so refreshing the page or sharing the link keeps the same view.
  • Use the arrows next to Today to move forward or back, and Today to jump back to the current date.
  • The view choice doesn't affect your filters — Therapist and Service Type filters stay applied across all three views.
1.2 How to navigate to a different date

Move forward and backward through your calendar, or jump straight back to today.

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar.
  2. Use the left and right arrows in the toolbar to move one day, week, or month at a time (depending on your current view).
  3. Click Today to jump back to the current date.

Good to know

  • The current date you're viewing is shown in the calendar header.
  • Your date is saved in the page URL, so you can bookmark or share a specific date.
1.3 How to filter the calendar by therapist

Narrow the calendar to show only the sessions for the therapists you care about.

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar.
  2. In the toolbar, click Therapist.
  3. Tick or untick the therapists you want to see.

Good to know

  • If only one therapist exists in your practice, they'll be auto-selected.
  • Filters apply across all calendar views (day, week, month).
1.4 How to filter the calendar by service type

Show only sessions for specific service types (for example, only consultations or only physiotherapy).

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar.
  2. In the toolbar, click Service Type.
  3. Tick or untick the service types you want to see.

Good to know

  • Filters apply across all calendar views (day, week, month).
  • If you don't see a service type you expected, check Settings → General → Service Type to make sure it exists.
1.5 How to use calendar filters on mobile

On smaller screens, filters live in a drawer instead of the toolbar.

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar on your phone or a narrow window.
  2. Tap the filter icon in the toolbar.
  3. In the drawer, choose your therapists and service types.
  4. Close the drawer to apply.
1.6 How the calendar marks the current time

On today's column, a thin red line shows exactly what time it is right now.

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar on day or week view.
  2. Look at today's column — the red line is the current time.

Good to know

  • The line updates every minute, so you can see at a glance what's coming up next.
  • It only appears on today's date.
1.7 How public holidays appear on the calendar

National holidays show up automatically as red labels in the all-day row.

Who can do this Everyone with calendar access.

Steps

  1. Open the Calendar.
  2. Look at the all-day row at the top of the time grid — holidays appear there as red pills.
  3. Hover the pill to see the full holiday name.

Good to know

  • You don't need to add these manually.
1.8 Reading “+N more” in month view

When a day has more sessions than fit in the cell, a “+N more” link appears.

Who can do this Everyone with calendar access.

Steps

  1. Switch the calendar to Month view.
  2. Find a busy day with a +N more link at the bottom of the cell.
  3. Click the link to see the full list of sessions for that day.
02

Sessions

A session is a single appointment with a patient. These articles cover creating, editing, and managing the entire life of a session, including notes and documents.

2.1 How to create a session

There are several ways to create a session, depending on where you are in the app.

Who can do this Everyone with permission to create sessions (typically therapists, admins, and owners).

Steps

  1. Click the + floating action button (bottom right of any page) and choose Add session, OR
  2. From the Calendar, click an empty time slot to start a session at that time, OR
  3. From a patient's detail page, click Add session to pre-fill the patient.
  4. In the form, choose the patient, date and time, service type, therapist, and any notes.
  5. Click Save.

Good to know

  • If your plan has a patient limit and you've reached it, you'll see a tooltip explaining this when adding a new patient inside the session form.
  • If the chosen therapist has a blocked time at that slot, you'll see a warning and the save will be blocked.
  • By default the patient is emailed a confirmation when you create the session. You can turn this off with the confirmation toggle in the form before saving.
  • After saving, a Session created drawer appears with quick follow-up actions (such as creating an invoice or copying a booking link).
  • The start-time dropdown auto-scrolls to the current 30-minute slot, so the nearest time is in view as soon as you open it.
2.2 How to edit a session

Update a session's date, time, therapist, service type, or notes.

Who can do this Everyone with permission to edit sessions.

Steps

  1. Open the session from the Calendar, the Sessions list, or a patient's Sessions tab.
  2. Click Edit.
  3. Change any fields you need.
  4. Click Save.

Good to know

  • Editing the date or time is the same as rescheduling — the patient will be notified if you have reminders enabled.
2.3 How to reschedule a session

Change a session's date or time.

Who can do this Everyone with permission to reschedule sessions.

Steps

  1. Open the session.
  2. Click Edit (or Reschedule if shown).
  3. Change the date and time fields.
  4. Click Save.

Good to know

  • If the new slot conflicts with a blocked time for the assigned therapist, you'll see a warning.
  • Patients receive an updated reminder if reminders are turned on in Settings → Notifications.
2.4 How to change a session's therapist

Reassign a session to a different team member.

Who can do this Everyone with permission to assign sessions.

Steps

  1. Open the session.
  2. Click Change therapist (or open the edit form and change the Therapist field).
  3. Choose the new therapist.
  4. Click Save.

Good to know

  • The new therapist will see this session on their calendar.
2.5 How to cancel a session

Cancel a pending or confirmed session, record why, and let the patient know.

Who can do this Anyone who can edit sessions.

Steps

  1. Open the session detail page.
  2. Click the More actions (⋯) icon in the header and choose Cancel.
  3. Pick a cancellation reason (Patient request, Patient no-show, Patient rescheduled, Clinician unavailable, Other, etc.). Choosing Other opens a free-text field.
  4. Confirm. The session is marked cancelled, the patient is emailed, and a reason alert appears on the detail page.

Good to know

  • Only pending or confirmed sessions can be cancelled.
  • Sessions with a free or outstanding invoice are blocked from cancelling; paid or void invoices are allowed, with a refund prompt on paid ones.
  • Cancelling a parent recurring session cancels all of its future occurrences too.
  • Cancelled sessions drop out of the upcoming-session card in the sidebar.
2.6 How to delete a session

Permanently remove a session from view (it stays in your activity log).

Who can do this Everyone with permission to delete sessions.

Steps

  1. Open the session.
  2. Click the more actions menu (three dots) and choose Delete.
  3. Confirm.

Good to know

  • Use Cancel instead if you want to keep the record but mark it as not happened.
2.7 How to create a recurring session

Set up a session that repeats on a regular schedule, such as a weekly therapy block.

Who can do this Everyone with permission to create sessions.

Steps

  1. Start creating a session as usual.
  2. Turn on the Recurring option.
  3. Choose the recurrence pattern (e.g. weekly) and how many times it should repeat.
  4. Click Save.

Good to know

  • Each occurrence is a separate session you can edit or cancel individually.
  • Editing one occurrence won't change the others.
2.8 How to add SOAP notes to a session

Write Subjective, Objective, Assessment, and Plan notes on the session detail page; they autosave as you type and can be locked when finished.

Who can do this A practitioner with access to the session.

Steps

  1. Open a session detail page.
  2. Type into the Subjective, Objective, Assessment, and Plan fields — changes autosave about a second after you stop typing, with a Saving… / Saved indicator on the field you're editing.
  3. Reference earlier visits from the Previous sessions sidebar (desktop) or tab (mobile).
  4. When ready, click Finalize in the footer to lock the notes. The footer records who finalized them and when.

Good to know

  • The save indicator is per-field, not global, and fades in and out as it saves.
  • If you leave the page with unsaved changes, the draft is saved automatically.
  • After finalizing, any later edits are tracked with the editor's name and timestamp.
2.9 How to finalize SOAP notes

Finalizing locks the medical record so it can no longer be edited.

Who can do this Therapists and roles with medical notes write access.

Steps

  1. Open the session.
  2. Make sure the SOAP notes are complete.
  3. Click Finalize.
  4. Confirm.

Good to know

  • Finalized notes are read-only. If you need to make changes after finalizing, contact your administrator.
  • After finalizing, any later edit is tracked with the editor's name and the time it was changed.
2.10 How to add a diagnosis to a session

Attach an ICD diagnosis code to a session.

Who can do this Therapists and roles with medical notes write access.

Steps

  1. Open the session.
  2. Click Add diagnosis.
  3. Search by ICD code or description.
  4. Select the diagnosis and confirm.

Good to know

  • If the diagnosis isn't in the list, the system creates it for you when you confirm.
  • A session can have more than one diagnosis.
2.11 How to add internal notes to a session

Internal notes are notes between team members that aren't part of the medical record.

Who can do this Everyone with session access.

Steps

  1. Open the session.
  2. Find the Internal notes section.
  3. Click into it and type your note.

Good to know

  • Internal notes are not shown to patients.
2.12 How to upload a document to a session

Attach files (PDFs, images) to a session.

Who can do this Everyone with session access.

Steps

  1. Open the session.
  2. Find the Documents card.
  3. Click Upload and choose your file.

Good to know

  • Supported types include PDF, PNG, JPEG, and WebP.
  • Documents uploaded here are linked to both the session and the patient.
2.13 How to view a session's activity log

See every change made to a session and who made it.

Who can do this Everyone with session access.

Steps

  1. Open the session.
  2. Click Activity log (button or tab).
2.14 How to view a patient's previous sessions from a session

Quickly see this patient's history from inside the current session.

Who can do this Everyone with session access.

Steps

  1. Open a session.
  2. Look at the Previous sessions sidebar or expandable list.
  3. Click any past session to open it.
2.15 How to find the invoice linked to a session

Jump from a session to its invoice.

Who can do this Everyone with session and invoice access.

Steps

  1. Open the session.
  2. Look for the invoice status banner near the top.
  3. Click it to open the invoice.

Good to know

  • If no invoice exists yet, the banner shows the option to create one.
2.16 How to view all sessions

Browse every session in your practice in a list.

Who can do this Everyone with session access.

Steps

  1. Click Sessions in the sidebar.
  2. Use the tabs (All / Upcoming) to switch between past + upcoming and upcoming only.

Good to know

  • The list shows the assigned practitioner's name under the service type in the Service column, so you can tell sessions apart at a glance.
2.17 How to search sessions

Find a session by patient name or detail.

Who can do this Everyone with session access.

Steps

  1. Open the Sessions list.
  2. Type at least three characters in the search box.
  3. Results update as you type.
2.18 How to filter sessions by status

Show only pending, confirmed, completed, cancelled, or no-show sessions.

Who can do this Everyone with session access.

Steps

  1. Open the Sessions list.
  2. Tick the status checkboxes you want.
2.19 How to filter sessions by date range

Limit the list to a time window.

Who can do this Everyone with session access.

Steps

  1. Open the Sessions list.
  2. Open the period dropdown.
  3. Choose 1 week, 1 month, 1 year, current year, or previous year.
2.20 How to create a session by clicking or dragging on the calendar

Skip the form opener — start a session directly from the calendar.

Who can do this Everyone with permission to create sessions.

Steps

  1. Open the Calendar.
  2. Click an empty time slot to start a session at that exact time (default duration), OR
  3. Click and drag across multiple slots to set a custom duration in one motion.
  4. Fill in the rest of the form and save.

Good to know

  • While dragging, you'll see a hover highlight showing the time range you're about to create.
  • Times snap to 15-minute increments, so you don't have to be exact.
  • If you drag into a blocked time, you'll see a warning instead of being able to create.
2.21 How to drag and drop to reschedule a session

Drag a session to a new time or day directly on the calendar to reschedule it.

Who can do this Anyone who can edit sessions.

Steps

  1. Open the Calendar in week, day, or month view.
  2. Click and hold a session, then drag it to a new time (snaps to 15-minute intervals) or a new day.
  3. Release to drop it. A ghost preview shows where it will land, and the grid auto-scrolls near the edges.
  4. Press Escape mid-drag to cancel. A success toast confirms the new time once you drop it.

Good to know

  • In week/day view, dragging vertically changes the time and horizontally changes the day; in month view the original time is kept.
  • The move shows immediately and rolls back automatically if the server rejects it.
  • The patient is emailed about the new time after a successful reschedule.
2.22 How to add a new patient from inside the session form

If the patient you're booking doesn't exist yet, you can register them without leaving the session form.

Who can do this Everyone with permission to create sessions and patients.

Steps

  1. Start creating a session.
  2. In the Patient field, type the patient's name.
  3. If no match is found, an Add new patient button appears below the search.
  4. Click it — a quick form expands inline with name, phone, and email.
  5. Fill it in and the patient is created and selected for this session.

Good to know

  • This counts toward your patient limit if your plan has one.
  • You can edit the rest of the patient's details later from the Patients page.
  • Quick-add is only available here in the session form. The patient pickers in the invoice, document, and note drawers don't offer it — add the patient first, then come back.
2.23 How session times snap to 15-minute intervals

When clicking or dragging on the calendar, times automatically round to the nearest 15-minute mark.

Who can do this Everyone with permission to create or reschedule sessions.

Steps

  1. Click or drag to create or reschedule a session on the calendar.
  2. Notice the time snaps to :00, :15, :30, or :45.

Good to know

  • This keeps your schedule clean and easy to read.
  • If you need a precise time (e.g. 10:07), edit the session and type the time manually.
2.24 How to use quick duration shortcuts

Skip typing a duration — click a preset.

Who can do this Everyone with permission to create sessions.

Steps

  1. Open the create or edit session form.
  2. Find the Duration field.
  3. Click a preset: 30 min, 60 min, 90 min, or 120 min.

Good to know

  • The default duration that's pre-selected comes from your practice's preferences.
  • You can still type a custom number if none of the presets fit.
2.25 See recurrence details and reassign the practitioner from the session header

The session detail header shows recurrence information and lets you reassign the session to another practitioner.

Who can do this Anyone who can edit sessions.

Steps

  1. Open a recurring session's detail page.
  2. Read the recurrence summary in the header (for example, “Every Friday, once a week”) and the occurrence badge such as “3 of 4”.
  3. Use the practitioner dropdown in the header to reassign the session to a different practitioner.
  4. Click Edit to open the full edit drawer for other changes.

Good to know

  • Recurrence text appears on both the parent session and its occurrences.
  • The practitioner selector shows an avatar and the practitioner's name.
2.26 Past sessions complete automatically when their invoice is paid or free

When you bill a past session as paid or free, that session is marked Completed for you automatically.

Who can do this Anyone who can manage invoices.

Steps

  1. Create or edit an invoice that includes one or more sessions.
  2. Set the invoice to Paid, or create it as a free invoice with a zero total.
  3. Save. Any of those sessions whose scheduled time is already in the past are set to Completed automatically.

Good to know

  • Only past sessions are completed; future-dated sessions are left untouched.
  • Sessions that are already cancelled or already completed are skipped.
  • This also runs when an online payment marks the invoice paid, so session status stays in sync.
03

Blocked Time Slots

Blocked time stops sessions from being booked during certain hours — for holidays, lunch breaks, or therapist time off.

3.1 How to block a time slot

Mark a time as unavailable so no sessions can be created during it.

Who can do this Everyone with calendar access.

Steps

  1. From the Calendar, click an empty slot to pre-fill the date, OR click the + floating action button and choose Block time, OR use the Block time CTA on the calendar.
  2. Pick the therapist this block applies to.
  3. Choose the date and time, or turn on All day.
  4. Add a label (e.g. “Public Holiday”, “Lunch”).
  5. Click Save.

Good to know

  • Blocks are per-therapist. Block multiple therapists separately if needed.
  • Trying to create a session inside a block will show a warning.
  • Blocks are scoped to one practitioner — other practitioners can still book the same time.
  • Blocked times are removed from that practitioner's public booking form, so patients can't self-book over them.
3.2 How to edit a blocked time slot

Update a block's date, time, or label.

Who can do this Everyone with calendar access.

Steps

  1. On the Calendar, click the blocked slot.
  2. Click Edit.
  3. Change the fields and save.
3.3 How to delete a blocked time slot

Remove a block so the time becomes bookable again.

Who can do this Everyone with calendar access.

Steps

  1. On the Calendar, click the blocked slot.
  2. Click Delete.
  3. Confirm.
04

Public Booking

Let patients book their own sessions through a shareable per-practitioner link, with availability driven by working hours and the calendar.

4.1 Turn on public booking for yourself

Public booking is off by default; turn it on for your own calendar before sharing a link.

Who can do this Each practitioner can only enable their own public booking, and must be marked assignable and active.

Steps

  1. Open the Share booking link drawer from the Calendar and select yourself as the practitioner.
  2. If you see the “Public booking is off for you” warning, click “Turn on for myself”.
  3. Once enabled, the warning disappears and your bookable link can be copied and shared.
  4. If another practitioner's link needs enabling, ask them to turn it on from their own account — you can't enable it for them.

Good to know

  • There is no admin-wide toggle to enable booking on someone else's behalf.
  • A team member must be marked assignable (and not deactivated) to have a working booking link.
  • Booking is off by default for every member.
4.2 Share a public booking link with patients

Copy a practitioner's bookable URL and send it to patients via WhatsApp, email, or your website.

Who can do this Anyone with calendar access can open the share drawer and copy a link.

Steps

  1. Open the Calendar and choose “Share booking link” (also available as the link button at the top of the Add Session drawer).
  2. Pick the practitioner whose calendar should accept bookings.
  3. Optionally pick a single service to pre-select it on the patient's form, or leave it as “All services”.
  4. Click “Copy link” and send the URL to patients.

Good to know

  • The link is per-practitioner, not per-clinic — each therapist has their own URL.
  • Choosing a specific service pre-selects it; “All services” lets the patient choose.
  • The Copy button is disabled until the selected practitioner has public booking turned on.
4.3 How a patient books through the booking link

Walks through the steps a patient sees when booking a session from your link.

Who can do this Public — no account or login is needed; anyone with the link can book.

Steps

  1. Open the link and choose whether you're a returning or new patient.
  2. Pick a service, a date, and an available time slot.
  3. Fill in visit details — chief complaint and pain scale are required; treatment goal and how-you-heard-about-us are optional.
  4. Enter contact details (name, email, phone, optional notes), review the summary, and click Confirm to land on a confirmation screen with a booking reference (e.g. APT-0042).

Good to know

  • Times are shown in the patient's own timezone but booked against the practitioner's working hours.
  • The confirmation page tells the patient to contact the clinic to reschedule or cancel.
  • A “Need help?” button opens WhatsApp to the clinic's support number.
4.4 What information patients provide when booking online

Lists the details a patient submits during online booking and where they end up.

Who can do this Captured from the public form; visible to clinic staff on the session detail.

Steps

  1. On the visit-details step, the patient enters a chief complaint (required, up to 150 characters) and a pain scale from 0–10 (required).
  2. They can optionally add a treatment goal and pick how they heard about the clinic, with an “Other” free-text option.
  3. On the contact step they enter name, email, and phone (all required) plus optional notes.
  4. All of this is saved onto the resulting session so the practitioner can review it before the session.

Good to know

  • Referral sources are a fixed list (Google, Google Maps, Instagram, TikTok, Facebook, friend/family, doctor referral, hospital referral, returning patient, walk-by, insurance, other).
  • Patients are matched to an existing record by phone number, or a new patient record is created automatically.
  • Chief complaint, pain scale, treatment goal, and referral source are surfaced on the session detail.
4.5 How online booking availability and time slots work

Bookable slots are generated automatically from working hours, service duration, and the existing schedule.

Who can do this Driven by each practitioner's working hours and existing calendar; managed by clinic staff.

Steps

  1. Set the practitioner's working hours under Settings → Working Hours so the form has hours to offer.
  2. When a patient picks a service and date, slots are generated from those hours on a 30-minute grid, sized to the service's duration.
  3. Slots that overlap an existing session or a blocked time are hidden automatically.
  4. Block off time on the calendar (or fill the schedule) to remove those slots from the form.

Good to know

  • If a practitioner has no working hours for a weekday, the form shows no available times that day.
  • Working hours are configured in Settings → Working Hours.
  • Service duration defaults to 60 minutes when a service has none set.
4.6 Booking rules and limits for online bookings

Online bookings follow fixed lead-time, horizon, and per-patient limits.

Who can do this Enforced automatically on every public booking submission.

Steps

  1. Patients can only book at least 2 hours in advance — sooner slots aren't offered or accepted.
  2. Bookings can be made up to 90 days into the future.
  3. Each patient is capped at 3 online bookings per day with the same practitioner.
  4. If a slot is taken between viewing and confirming, the patient is asked to pick another time.

Good to know

  • These limits are fixed in the product and not configurable per clinic.
  • A hidden honeypot field blocks automated bot submissions.
  • Conflict checks run in a transaction so two patients can't grab the same slot.
4.7 Get notified when someone books through your link

New online bookings notify the assigned practitioner and appear on the calendar like any other session.

Who can do this The assigned practitioner receives the in-app notification; confirmation emails follow the practice's notification preferences.

Steps

  1. When a patient confirms a booking, the assigned practitioner gets an in-app “New booking received” notification.
  2. Click the notification, or open the Calendar, to find the new session on the schedule.
  3. Open the session to review the patient's chief complaint, pain scale, and booking notes.
  4. Patient and admin confirmation emails are sent through the standard session-created flow.

Good to know

  • Online bookings are normal sessions, so they show on the calendar like any other session.
  • Patient-supplied booking notes appear on the session detail in a dedicated booking-notes bar.
  • This is a distinct notification type from a manually created session.
4.8 Stop or pause a public booking link

A booking link only works while the practitioner's public booking is turned on.

Who can do this A practitioner controls their own on/off state; deactivating or unassigning a member also disables their link.

Steps

  1. A practitioner's booking link stays active only while their public booking is on.
  2. To stop accepting bookings, turn off public booking for that practitioner (or deactivate/unassign the member).
  3. Once off, anyone opening the link sees a “not available” page and cannot book.
  4. Re-enable public booking at any time to make the same link work again.

Good to know

  • There is no link rotation — the URL is derived from the member, and the only control is the on/off toggle.
  • Turning booking off does not delete existing bookings; it only stops new ones.
05

Patients

Manage patient records, browse history, and keep documents and notes in one place.

5.1 How to add a patient

Create a new patient record.

Who can do this Everyone with patient add access.

Steps

  1. Click the + floating action button and choose Add patient, OR open Patients and click Add patient, OR add a new patient inline while creating a session.
  2. Fill in name, phone, email, gender, birthdate, ID type/number, and address.
  3. Click Save.

Good to know

  • If your plan has a patient limit and you've hit it, you'll see a message explaining this.
  • The phone field auto-formats as you type — separators and non-digits are stripped automatically. You can pick a country, and a flag and example number show up to help.
  • The birthdate field accepts slash format. Type “28/2/95” and it inserts the slashes for you. A hint below the field shows how the date was understood (e.g. “28 Feb 1995, age 31”) so you can catch typos.
  • Email is optional. A patient with no email is flagged as an incomplete profile, but you can still save and add it later.
  • The name field auto-capitalizes as you type, and the birthdate field shows the patient's age inline so you can sanity-check it.
  • When no photo is uploaded, the patient shows their initials on a colored avatar.
5.2 How to edit a patient

Update a patient's personal or contact details.

Who can do this Everyone with patient edit access.

Steps

  1. Open the patient from the Patients list.
  2. Click Edit patient.
  3. Update fields and save.

Good to know

  • Email is optional here too — clearing it flags the profile as incomplete but still saves.
5.3 How to activate or deactivate a patient

Mark a patient inactive to stop new records being created against them, and reactivate them later.

Who can do this Users with patient edit permission.

Steps

  1. Open the Edit Patient drawer from the patient header.
  2. Scroll to the bottom and click “Mark as inactive” (or “Mark as active”).
  3. A success toast confirms the new status.
  4. The patient header shows an inactive badge linking to the activity log, and the avatar appears in grayscale.

Good to know

  • While a patient is inactive, creating or editing sessions, invoices, documents, notes, medical records, or profile fields is blocked — the only allowed change is reactivating them.
  • The Add Invoice and Add Note drawers also warn you up front if the patient is inactive.
  • Inactive patients still appear in lists, but their header hides the upcoming-sessions count.
5.4 How to delete a patient

Soft-delete a patient record.

Who can do this Everyone with patient delete access.

Steps

  1. Open the patient.
  2. Click the more actions menu and choose Delete.
  3. Confirm.

Good to know

  • Deleted patients can be restored by your administrator if needed.
5.5 How to search patients

Find a patient by name, phone, or email.

Who can do this Everyone with patient access.

Steps

  1. Open Patients.
  2. Type into the search box.
  3. Results filter as you type.
5.6 How to filter patients

Show only active or inactive patients, or filter by date.

Who can do this Everyone with patient access.

Steps

  1. Open Patients.
  2. Use the status toggle to switch between Active and Inactive.
  3. Use the filter drawer for date ranges.
5.7 How to view a patient's sessions

See all of a patient's appointments, past and upcoming.

Who can do this Everyone with patient and session access.

Steps

  1. Open the patient.
  2. Click the Sessions tab.
  3. Filter by status or date if needed.
5.8 How to view a patient's medical records

See all SOAP notes and finalized records for a patient.

Who can do this Roles with medical notes view access.

Steps

  1. Open the patient.
  2. Click the Medical records tab.
  3. Filter by status (draft / finalized) or therapist if needed.
5.9 How to view a patient's documents

Browse every document attached to a patient.

Who can do this Everyone with patient access.

Steps

  1. Open the patient.
  2. Click the Documents tab.

Good to know

  • You can preview, download, or delete each document.
5.10 How to view a patient's invoices

See every invoice issued to a patient.

Who can do this Everyone with patient and invoice access.

Steps

  1. Open the patient.
  2. Click the Invoices tab.
  3. Filter by status or date if needed.
5.11 How to view a patient's internal notes

See team notes about the patient (not part of the medical record).

Who can do this Everyone with patient access.

Steps

  1. Open the patient.
  2. Click the Notes tab.
5.12 How to add an internal note for a patient

Save a team-only note tied to the patient.

Who can do this Everyone with patient access.

Steps

  1. Open the patient and go to the Notes tab, OR click the + floating action button and choose Add note.
  2. Write your note.
  3. Click Save.
5.13 How to edit or delete a patient note

Update or remove an existing note.

Who can do this Everyone with patient access.

Steps

  1. Open the patient's Notes tab.
  2. Click the row action menu (three dots) on the note.
  3. Choose Edit or Delete.
5.14 How to upload a document to a patient

Add a file directly to the patient (not tied to a session).

Who can do this Everyone with patient access.

Steps

  1. Open the patient and go to the Documents tab, OR click the + floating action button and choose Upload document.
  2. Select your file (PDF, PNG, JPEG, or WebP), OR drag the file straight from your computer onto the upload zone.
  3. Click Upload.

Good to know

  • If a file is too large, the wrong type, or otherwise rejected, you'll see a toast explaining exactly why instead of a generic error.
  • Removing a document is instant — it disappears from the list immediately while the deletion saves in the background.
5.15 How to delete a patient document

Remove a document.

Who can do this Everyone with patient access.

Steps

  1. Open the patient's Documents tab.
  2. Click the row action menu on the document.
  3. Choose Delete.
5.16 How to view a patient's activity log

See every change made to a patient record and by whom.

Who can do this Everyone with patient access.

Steps

  1. Open the patient.
  2. Click the Activity log tab.
5.17 Send a WhatsApp message to a patient

Open WhatsApp with a pre-filled, templated message to a patient straight from their detail page.

Who can do this Users with patient.view; only enabled when the patient has a phone number.

Steps

  1. Open a patient who has a phone number.
  2. Click “Send message” in the page-header actions.
  3. Pick a template: Session reminder, Payment reminder, Payment receipt, Follow-up, Birthday wishes, Testimonial request, or Custom message.
  4. A WhatsApp tab opens prefilled with the patient's message ready to send.

Good to know

  • If the patient has no phone number, the button is disabled with a tooltip explaining why.
  • Templates are managed per practice in Settings → WhatsApp Templates and support placeholders such as {{name}}, {{gender}}, {{birthDate}}, {{email}}, and {{phoneNumber}}.
  • The phone number is normalized before opening WhatsApp.
06

Invoices

Create, send, and manage invoices for the work you do.

6.1 How to create an invoice

Issue a new invoice to a patient.

Who can do this Everyone with invoice create access.

Steps

  1. Click the + floating action button and choose Add invoice, OR open Invoices and click Create invoice, OR start an invoice from a session.
  2. Choose the patient and (optionally) the related session — line items will pre-fill from the session's service types.
  3. Add or edit line items (description, quantity, unit price).
  4. Choose the payment method and payment account.
  5. Click Save.

Good to know

  • You can't invoice an inactive patient or a cancelled session.
6.2 How to add line items to an invoice

Add charges, discounts, or extra services to an invoice.

Who can do this Everyone with invoice create or edit access.

Steps

  1. Open the invoice form (create or edit).
  2. Click Add line item.
  3. Choose a service type or enter a custom description.
  4. Set quantity and unit price.
6.3 How to preview an invoice as PDF

See the invoice exactly as the patient will receive it.

Who can do this Everyone with invoice view access.

Steps

  1. Open the invoice.
  2. Click Preview.
6.4 How to send an invoice to the patient

Email or WhatsApp the invoice to the patient.

Who can do this Everyone with invoice edit access.

Steps

  1. Open the invoice.
  2. Click Send.
  3. Choose the channel and confirm.

Good to know

  • WhatsApp templates can be customized in Settings → Template.
  • The invoice's sent-at timestamp updates after sending.
6.5 How to share an invoice via WhatsApp

Send a patient a WhatsApp message with a link to their invoice, or their receipt once it's paid.

Who can do this Anyone who can view the invoice, provided the patient has a phone number and country code on file.

Steps

  1. Open the invoice detail page.
  2. Click the More actions (⋯) button and choose Share via WhatsApp.
  3. WhatsApp opens with a pre-written message and a link to the invoice (or the receipt if the invoice is already paid).
  4. Send it to the patient.

Good to know

  • The option appears only for outstanding, paid, or free invoices, and only when the patient has a valid phone number and country code.
  • After the invoice is paid, the label and message switch automatically from “Share Invoice” to “Share Receipt”.
  • The wording adapts to your collection method — a pay-online link for online checkout or bank-transfer details for manual collection.
6.6 How to download an invoice as PDF

Save a local copy of the invoice.

Who can do this Everyone with invoice view access.

Steps

  1. Open the invoice and click Download, OR from the Invoices list, use the row action menu and choose Download.
6.7 How to edit an invoice

Update line items, amounts, or payment details.

Who can do this Everyone with invoice edit access.

Steps

  1. Open the invoice.
  2. Click Edit.
  3. Change fields and save.

Good to know

  • Paid invoices can't be edited — this protects the record once money has changed hands. Void it and create a new one if you need to make changes.
6.8 How to void an invoice

Mark an invoice as void so it no longer counts as outstanding.

Who can do this Everyone with invoice edit access.

Steps

  1. Open the invoice.
  2. Open the more actions menu and choose Delete (this voids it).
  3. Confirm.

Good to know

  • Voided invoices are kept in the system for record-keeping.
6.9 How to view an invoice's payment status

See whether an invoice is paid, outstanding, free, or void.

Who can do this Everyone with invoice view access.

Steps

  1. Open the invoice.
  2. Look at the status badge and the alert below it for next steps.
6.10 How to view an invoice's activity log

See every change made to an invoice.

Who can do this Everyone with invoice view access.

Steps

  1. Open the invoice.
  2. Click the Activity tab.
6.11 How to view all invoices

Browse every invoice in your practice.

Who can do this Everyone with invoice view access.

Steps

  1. Click Invoices in the sidebar.

Good to know

  • The summary at the top shows total outstanding, total paid, and free invoices.
6.12 How to search invoices

Find an invoice by patient or invoice reference.

Who can do this Everyone with invoice view access.

Steps

  1. Open Invoices.
  2. Type at least three characters in the search box.
6.13 How to filter invoices by status

Show only paid, outstanding, free, or void invoices.

Who can do this Everyone with invoice view access.

Steps

  1. Open Invoices.
  2. Tick the status checkboxes you want.

Good to know

  • You can select more than one status at once (Paid, Outstanding, Free, Void). Your selection is saved in the page URL, so it sticks when you refresh or share the link.
  • The summary cards at the top of the page double as filters — click one to filter the list to that status.
6.14 How to filter invoices by date range

Narrow the list to a specific time window.

Who can do this Everyone with invoice view access.

Steps

  1. Open Invoices.
  2. Use the period dropdown to choose your range.
6.15 Understand the platform fee on patient invoices

Explains the separate “Platform Fee” line that appears on invoices patients pay online.

Who can do this Applied automatically; visible to anyone who can view invoices and to patients on the public invoice and checkout.

Steps

  1. Create an outstanding invoice that the patient will pay online.
  2. A platform fee of 1.5% of the subtotal is added and shown as a separate “Platform Fee” line.
  3. The patient pays Subtotal + Platform Fee at checkout; the fee is not deducted from your earnings.
  4. Cash, free, or manually marked-paid invoices do not include a platform fee.

Good to know

  • The fee only appears for outstanding invoices when online collection is enabled for your clinic; otherwise the total equals the subtotal.
  • The 1.5% rate is calculated from the subtotal and frozen onto the invoice when it's created, so later rate changes don't affect existing invoices.
  • This is a patient-facing charge — helpful for explaining why a patient pays slightly more than the listed price.
6.16 Read the invoice summary cards

The cards above the invoice table summarize your balance, paid, unpaid, and overdue amounts at a glance.

Who can do this Anyone with View invoices.

Steps

  1. Open the Invoices page.
  2. Read the four cards at the top: Balance, Paid this month, Unpaid this month, and Overdue.
  3. Hover a card for a tooltip explaining it; the Paid card also shows a percentage trend versus last month.
  4. Scroll the table down to collapse the cards and free up space.

Good to know

  • The Paid card shows a green up or red down badge comparing this month with last month (hidden when last month was zero or unchanged).
  • The cards auto-hide as you scroll the list and reappear at the top.
  • They pair with the Paid / Outstanding / Free / Void status filter on the list.
07

Refunds

Issue refunds against paid invoices.

7.1 How to request a refund

Refund all or part of a paid invoice.

Who can do this Everyone with invoice edit access.

Steps

  1. Open the paid invoice.
  2. Find the Refund section.
  3. Enter the refund amount and reason.
  4. Click Request refund.

Good to know

  • You can refund up to the invoice total.
  • Refund status updates automatically once processed.
7.2 How to view refund status

Check the status of a refund.

Who can do this Everyone with invoice view access.

Steps

  1. Open the invoice.
  2. Look at the Refund section for status (Requested / Approved / Completed / Denied).
08

Exports & Reports

Request, track, and download asynchronous Billing reports (monthly performance PDFs) from the Invoices page and the Exports page.

8.1 Request a Billing report

Generate a monthly performance PDF for a chosen date range; it's produced in the background and picked up later.

Who can do this Roles with both View exports and Create exports permissions; the Export button is hidden otherwise.

Steps

  1. Open the Invoices page and click the Export button in the toolbar (desktop shows the label, mobile shows an upload icon).
  2. In the Billing report drawer, pick a Start month and End month (max 6-month range, no future months).
  3. Click Request export — a toast confirms it and offers a “View exports” link.
  4. The report generates in the background; download it later from the Exports page or via the notification.

Good to know

  • There is one report type today, labeled “Billing report”, and only PDF output is supported.
  • Defaults baked in: sessions counted as completed and invoices counted as paid.
  • Requesting the same period while one is still pending or processing returns a duplicate-export message.
  • The Export trigger was moved from the Dashboard to the Invoices toolbar — update any old screenshots.
8.2 What's inside the Billing report PDF

The Billing report is a localized monthly performance PDF built from completed sessions and paid invoices.

Who can do this Available to anyone who can request exports; the content is the same for everyone in the practice.

Steps

  1. The PDF is titled “Monthly Operational Performance Report”.
  2. It covers the month range you selected, broken down by month.
  3. Per-month metrics include completed sessions, revenue, revenue-per-session, top service contribution, and month-over-month revenue growth.
  4. A written “Summary Analysis” describes performance for the period.

Good to know

  • The report is localized to your language and uses your timezone for month boundaries.
  • If paid invoices have no matching completed session, the report notes the unmatched count and suggests marking those sessions completed.
8.3 Find and download your generated exports

The Exports page lists every generated report and lets you download finished ones.

Who can do this Viewing requires View exports; downloading requires Download exports. The page redirects away without View exports.

Steps

  1. Open Exports from the sidebar (a badge shows how many jobs are still pending or processing), or use the “View exports” link in the request toast.
  2. Each row shows Type, Status, the period, who requested it, and requested / completed / expires timestamps.
  3. Filter the list by status (Pending, Processing, Completed, Failed).
  4. When a row is Completed, click Download to get the file.

Good to know

  • The table auto-refreshes every few seconds while any export is running.
  • Download links are short-lived and fetched fresh on each click, not permanent files.
  • Expired or not-yet-ready exports can't be downloaded.
8.4 Retry a failed export

Re-run an export that failed without creating a new row.

Who can do this Retry requires the Create exports permission and only appears on Failed rows.

Steps

  1. Open the Exports page and find the row marked Failed.
  2. Click Retry on that row.
  3. The same export is re-queued in place and its status returns to Pending.
  4. When it completes, download it as normal.

Good to know

  • Only Failed exports are retryable; completed, pending, and processing rows have no Retry button.
  • Retry resets the existing row rather than inserting a new record.
8.5 How long generated exports are kept

Completed exports expire 7 days after they finish, after which you must regenerate them.

Who can do this Visible to anyone with View exports; expiry applies to all exports regardless of role.

Steps

  1. Once an export completes, an “Expires at” date is set 7 days out.
  2. Before that date the row shows Completed and offers Download.
  3. After expiry the row shows Expired and the Download button disappears.
  4. To get the data again, request the report fresh (or use Retry if it had failed).

Good to know

  • “Expired” is shown automatically once the expiry date passes.
  • Expired files are simply no longer downloadable.
8.6 Export notifications and the sidebar badge

Track export jobs without watching the page — via an in-app notification and the sidebar Exports badge.

Who can do this Notifications go to the user who requested the export; downloading still requires Download exports.

Steps

  1. Request an export; it runs in the background with no need to wait on the page.
  2. Watch the count badge on the Exports sidebar link for jobs still in progress.
  3. When the file is ready you get an “Export ready” notification; if it fails you get an “Export failed” notification with the reason.
  4. Click the completed notification to jump to the Exports page and download it.

Good to know

  • Notification types are export completed and export failed; both link to the Exports page.
  • The sidebar badge also appears on the collapsed icon rail.
09

Public Patient Pages

Pages your patients see when they receive an invoice link — no login required.

9.1 How patients pay an invoice from their link

Patients receive an invoice via email or WhatsApp and can pay online.

Who can do this Public (patients).

Steps

  1. Patient opens the invoice link.
  2. Patient clicks Pay.
  3. They're taken to the payment gateway and complete payment.
  4. On success, they see a confirmation page with a downloadable receipt.

Good to know

  • Invoice and receipt links are signed and expire after 7 days for security. If a patient opens an expired link, send them a fresh one from the invoice.
9.2 How patients download their invoice PDF

Patients can save a copy of the invoice without logging in.

Who can do this Public (patients).

Steps

  1. Patient opens their invoice link.
  2. They click Download.
9.3 How patients download their receipt after paying

After paying, patients can save the receipt.

Who can do this Public (patients).

Steps

  1. On the payment success page, they click Download receipt.
10

Dashboard

Your dashboard shows quick stats about your practice.

10.1 Reading the sessions stat card

See total sessions this month and how many are confirmed.

Who can do this Everyone with dashboard access.

Steps

  1. Open Dashboard.
  2. Look at the Sessions card.
  3. Click View more to open the Sessions list.
10.2 Reading the revenue stat card

See total revenue this month and number of paid invoices.

Who can do this Everyone with dashboard access.

Steps

  1. Open Dashboard.
  2. Look at the Revenue card.
  3. Click View more to open the Invoices list.
10.3 Reading the outstanding invoices card

See total outstanding amount and how many invoices are unpaid.

Who can do this Everyone with dashboard access.

Steps

  1. Open Dashboard.
  2. Look at the Outstanding invoices card.
  3. Click View more to jump to the Invoices list filtered to outstanding.
10.4 Reading the active patients card

See total active patients and how many are new this month.

Who can do this Everyone with dashboard access.

Steps

  1. Open Dashboard.
  2. Look at the Active patients card.
  3. Click View more to open the Patients list.
11

Settings → General

Theme, regional settings, and service types.

11.1 How to switch theme (light / dark / system)

Pick your preferred appearance.

Who can do this Everyone.

Steps

  1. Open Settings → General → Theme options.
  2. Choose Light, Dark, or System default.

Good to know

  • Your choice is saved in a cookie and persists across sessions.
11.2 How to change timezone, locale, and date format

Set how dates and times appear throughout the app.

Who can do this Everyone.

Steps

  1. Open Settings → General → Regional preferences.
  2. Pick your timezone, locale, and date format.
  3. Save.
11.3 How to add a service type

Service types appear when creating sessions and invoices.

Who can do this Everyone with settings access.

Steps

  1. Open Settings → General → Service type.
  2. Click Add service type.
  3. Enter label, color, price, and description.
  4. Save.
11.4 How to edit a service type

Update an existing service type.

Who can do this Everyone with settings access.

Steps

  1. Open Settings → General → Service type.
  2. Click the service type you want to update.
  3. Change fields and save.
11.5 How to delete a service type

Remove a service type that's no longer needed.

Who can do this Everyone with settings access.

Steps

  1. Open Settings → General → Service type.
  2. Click the row action menu and choose Delete.

Good to know

  • You can't delete a service type that's used by existing sessions.
11.6 How to choose 12-hour or 24-hour time

Pick whether times across the app show as 12-hour (2:30 PM) or 24-hour (14:30).

Who can do this Everyone (your own account).

Steps

  1. Open Settings → General → Regional preferences.
  2. Find the Time format setting.
  3. Use the segmented control to pick 12-hour or 24-hour.
  4. The change applies across the app immediately.

Good to know

  • This is separate from your timezone and date format, which live in the same section.
11.7 How to show your business info on invoices

Add your practice's business details so they appear on the invoices and receipts patients receive.

Who can do this Owner and roles with settings access.

Steps

  1. Open Settings and find the business information section.
  2. Fill in your business name, address, and any other details you want shown.
  3. Save. New invoices and receipts will include this information in the header.

Good to know

  • This appears on the PDF that patients download or receive, so double-check spelling and address.
12

Settings → Account

Your personal info, occupation, and active devices.

12.1 How to update your personal info

Update your name, email, phone, birthdate, gender, or professional title.

Who can do this Everyone (your own account).

Steps

  1. Open Settings → Account → Personal info.
  2. Edit any field and save.

Good to know

  • You can remove an uploaded profile photo — a Remove button appears next to the avatar. With no photo, your initials are shown instead.
12.2 How to update occupation and qualifications

Update your occupation / specialization or qualifications.

Who can do this Everyone (your own account).

Steps

  1. Open Settings → Account → Occupation details.
  2. Edit and save.
12.3 How to view active devices

See where you're currently signed in.

Who can do this Everyone (your own account).

Steps

  1. Open Settings → Account → Devices.

Good to know

  • The Devices list is available to every account type, not just admins.
  • Each row shows the device, browser, and when it was last active.
12.4 How to revoke a device session

Sign out of a specific device remotely.

Who can do this Everyone (your own account).

Steps

  1. Open Settings → Account → Devices.
  2. Hover (or tap) the device you want to sign out and click the X on its row.
  3. Confirm to revoke that device's access.

Good to know

  • You can't revoke your current session this way — use “Revoke all other sessions” or sign out normally.
12.5 How to revoke all other sessions

Sign out everywhere except this device.

Who can do this Everyone (your own account).

Steps

  1. Open Settings → Account → Devices.
  2. Click Revoke all other sessions.
  3. Review the confirmation drawer, then confirm to sign out everywhere except this device.
13

Settings → Subscription

Your plan, payout account, and payment accounts.

13.1 How to view your current plan

See plan details, features, patient limit, and pricing.

Who can do this Owner and roles with billing view access.

Steps

  1. Open Settings → Subscription plan.
13.2 How to change, upgrade, or downgrade your plan

Switch to a different subscription tier.

Who can do this Owner and roles with billing edit access.

Steps

  1. Open Settings → Subscription plan.
  2. Click Change plan.
  3. Pick a plan and confirm.

Good to know

  • Mid-cycle changes show a prorated amount before you confirm.
  • Downgrades may reduce features available to your team.
  • Paid plans can be billed monthly or annually — pick the billing interval when choosing a plan.
  • You can pay by manual bank transfer: the bank details are shown with a copy button, and you upload or confirm the transfer to complete the change.
13.3 How to add a payment account

Add a bank account that patients can transfer to.

Who can do this Owner and roles with billing edit access.

Steps

  1. Open Settings → Subscription → Payment accounts.
  2. Click Add payment account.
  3. Enter the details and save.
13.4 How to edit or delete a payment account

Update or remove a payment account.

Who can do this Owner and roles with billing edit access.

Steps

  1. Open Settings → Subscription → Payment accounts.
  2. Use the row actions to Edit or Delete.

Good to know

  • You can't delete a payment account that's used on existing invoices.
14

Settings → Notifications

Control which alerts your team and your patients receive.

14.1 How to configure practice notifications

Pick which alerts you and your team get — new sessions, cancellations, new patients, and more.

Who can do this Everyone with settings access.

Steps

  1. Open Settings → Notifications → Practice.
  2. Toggle each notification type on or off.
14.2 How to configure patient notifications

Pick which messages your patients receive (reminders, payment requests).

Who can do this Everyone with settings access.

Steps

  1. Open Settings → Notifications → Patient.
  2. Toggle each notification type on or off.
  3. Choose channels (email, SMS, WhatsApp) where available.
14.3 Get notified about team and invite activity

Receive in-app notifications when invitations are sent, accepted, or expire.

Who can do this Practice owners and admins who manage team members.

Steps

  1. Invite a teammate — you get an “Invite sent” notification confirming the email it went to.
  2. When they accept, you get a “New member joined” notification with their name.
  3. If an invitation isn't accepted in time, you get an “Invite expired” notification so you can re-send.
  4. Turn these on or off under Settings → Notifications → Practice.

Good to know

  • These appear in the bell menu in the top bar.
  • Three event types are covered: member joined, invite sent, and invite expired.
14.4 Get notified about patient activity

Receive in-app notifications when patients are added or when documents and notes are added for them.

Who can do this Users with patient access, controlled by the Patient notification preferences.

Steps

  1. When a patient is added, you get a “New patient added” notification showing who added them.
  2. When a document is uploaded for a patient, you get a “Patient document uploaded” notification with the file and patient name.
  3. When a note is added, you get a “Patient note added” notification.
  4. Manage these alerts under Settings → Notifications → Patient.

Good to know

  • Useful in multi-practitioner practices to stay aware of what teammates are doing.
  • Three event types are covered: patient created, document uploaded, and note added.
  • While a patient is inactive these notifications won't fire, because the actions that trigger them are blocked until the patient is reactivated.
15

Settings → Templates

Customize the WhatsApp messages your patients receive.

15.1 How to edit a WhatsApp message template

Change the wording your patients see in reminders, receipts, and payment requests.

Who can do this Everyone with settings access.

Steps

  1. Open Settings → Template → WhatsApp.
  2. Pick a template (e.g. Appointment reminder).
  3. Edit the text.
  4. Save.

Good to know

  • You can use variables like patient name, date, and time — they're replaced automatically when the message is sent.
16

Settings → Team

Invite team members and manage who's on your team.

16.1 How to invite a team member

Send an invite to a new team member.

Who can do this Owner and roles with team invite access.

Steps

  1. Open Settings → Team → Invite member.
  2. Click Invite.
  3. Enter the email and choose the role.
  4. Send.

Good to know

  • The invite email contains a link the new member uses to set up their account.
16.2 How to resend or cancel a pending invite

Re-send an invite or take it back.

Who can do this Owner and roles with team invite access.

Steps

  1. Open Settings → Team → Invite member.
  2. Find the invite in the pending list.
  3. Click Resend or Cancel.
16.3 How to view team members

See your active team.

Who can do this Everyone with team view access.

Steps

  1. Open Settings → Team.
16.4 How to change a member's role

Reassign a team member to a different role.

Who can do this Owner and roles with team edit access.

Steps

  1. Open Settings → Team.
  2. Click the member.
  3. Choose a different role and save.
16.5 How to deactivate or reactivate a member

Remove a team member's access without deleting their history.

Who can do this Owner and roles with team edit access.

Steps

  1. Open Settings → Team.
  2. Use the row action menu to Deactivate a member.
  3. To bring them back, switch the list to inactive members and click Reactivate.
17

Settings → Roles

Custom roles let you control exactly what each team member can do.

17.1 How to create a custom role

Define a new role with a custom set of permissions.

Who can do this Owner and roles with role add access.

Steps

  1. Open Settings → Team → Role settings.
  2. Click Create role.
  3. Name the role and tick the permissions you want it to have.
  4. Save.
17.2 How to edit a role's permissions

Update what an existing role can do.

Who can do this Owner and roles with role edit access.

Steps

  1. Open Settings → Team → Role settings.
  2. Click the role.
  3. Update the permission matrix and save.
17.3 How to delete a role

Remove a role you no longer need.

Who can do this Owner and roles with role delete access.

Steps

  1. Open Settings → Team → Role settings.
  2. Use the row action menu to Delete.

Good to know

  • If members are assigned to this role, reassign them first.
17.4 Understanding the permission matrix

Permissions are grouped by area: Dashboard, Calendar, Patients, Sessions, Invoices, Settings, and Withdrawal.

Who can do this Owner and roles with role view access.

Steps

  1. Open Settings → Team → Role settings.
  2. Open any role.
  3. Browse the matrix to see what each tick controls.

Good to know

  • Tick only the permissions a role actually needs — fewer permissions means safer access.
18

Onboarding

The first-time setup flow when a new owner signs up.

18.1 Step 1: Create your practice

Set up your clinic or personal practice.

Who can do this New owner.

Steps

  1. Enter your practice name.
  2. Choose a type (clinic or personal practice).
  3. Continue to the next step.
18.2 Step 2: Complete your profile

Finish your personal info so payouts work later.

Who can do this New owner.

Steps

  1. Enter your name, professional role, birthdate, country, and phone.
  2. Continue.

Good to know

  • Phone and birthdate are required for the payment provider (Xendit) to work later.
18.3 Step 3: Tell us how you found us

Let us know how you heard about the product — it helps us improve.

Who can do this New owner.

Steps

  1. Pick a referral source from the options shown (for example, a search engine, social media, or a friend).
  2. Continue to the next step.
18.4 Step 4: Choose a plan

Pick the subscription plan that fits your practice.

Who can do this New owner.

Steps

  1. Compare the plans shown.
  2. Select the plan you want.
18.5 Step 5: Invite your first team member (optional)

Invite a colleague during onboarding, or skip to do it later.

Who can do this New owner.

Steps

  1. Enter their email and role, OR click Skip.
18.6 Step 6: Finish setup

Review the summary and start using the app.

Who can do this New owner.

Steps

  1. Review what's set up.
  2. Click Get started to land on the calendar or dashboard.
19

Invitations

How a new team member joins your practice.

19.1 How to accept a team invite from email

Open the invite, review the role, and join the team.

Who can do this New team member.

Steps

  1. Open the invite email.
  2. Click the link.
  3. If you don't have an account, you'll be guided to create one.
  4. Review your assigned role and confirm.

Good to know

  • If you no longer want to join, click Decline.
20

In-app Notifications

Stay on top of what's happening in your practice.

20.1 How to read in-app notifications

See alerts about sessions, payments, and team activity.

Who can do this Everyone.

Steps

  1. Click the bell icon in the top-right of any page.
  2. Browse your notifications.
20.2 How to mark notifications as read

Clear the unread badge on the bell icon.

Who can do this Everyone.

Steps

  1. Open the notifications dropdown.
  2. Click a notification to mark it read, or click Mark all as read.
20.3 What kinds of notifications you'll receive

An overview of the notification types you might see.

Who can do this Everyone.

Steps

  1. Session reminders (upcoming sessions).
  2. Session cancellations.
  3. Payments received.
  4. Refund processed.
  5. Withdrawal completed or failed.
  6. Team activity (new member joined, role changed).

Good to know

  • You can control which of these are sent in Settings → Notifications.
  • Each type has its own icon and color, so you can scan the list quickly.
20.4 How notifications are grouped by date

The notifications dropdown automatically groups items into Today, Yesterday, and Earlier.

Who can do this Everyone.

Steps

  1. Open the bell icon in the top-right.
  2. Scroll the list — you'll see date headings between groups.

Good to know

  • Times within a group are shown as relative (e.g. “2 hours ago”), not as full timestamps.
20.5 How to archive a notification

Move a notification out of your main list without losing it.

Who can do this Everyone.

Steps

  1. Open the notifications dropdown.
  2. Hover the notification you want to clear out.
  3. Click the archive icon that appears.

Good to know

  • Archived notifications stay accessible under the Archived tab in the dropdown.
  • Use this when you want to keep a record but don't want it cluttering your active list.
21

Tips & Shortcuts

Small keyboard and navigation shortcuts that work across the app.

21.1 Press / to jump to search

Press the forward-slash key to jump straight into the search box on list pages.

Who can do this Everyone, on any list page that has a search box.

Steps

  1. Open a list page with a search box (Patients, Sessions, Invoices, or a patient detail tab).
  2. Without clicking anything, press the / key.
  3. The cursor jumps into the search box and any existing text is selected, ready to type over.
  4. Look for the small / hint on the right edge of the search box; it disappears once focused.

Good to know

  • The / hint only shows on desktop.
  • Pressing / while already typing in a field does nothing — it won't hijack your input.
21.2 Collapse and expand the sidebar (Ctrl/Cmd + B)

Toggle the left sidebar between full and icon-only with a click or a keyboard shortcut.

Who can do this Everyone on desktop.

Steps

  1. Hover the top of the left sidebar to reveal the collapse arrow next to the company switcher.
  2. Click the arrow to collapse the sidebar to a narrow icon rail; click again to expand it.
  3. Or press Ctrl + B (Windows) or Cmd + B (Mac) from anywhere to toggle it.
  4. When collapsed, hover any icon to see its label in a tooltip.

Good to know

  • Collapsed mode hides the upcoming-session carousel and other cards; expand to see them.
  • The keyboard shortcut is shown in the collapse / expand tooltip.
  • Available on desktop only; the sidebar is hidden during onboarding.
21.3 Press Esc to close any drawer

Close any slide-in drawer instantly with the Escape key.

Who can do this Everyone — applies to all drawers across the app.

Steps

  1. Open any drawer (a panel that slides in from the right).
  2. Press the Esc key to close it instantly.
  3. Or hover the X close button — its tooltip confirms it closes the drawer and shows the Esc shortcut.

Good to know

  • The close-button tooltip now appears to the left of the X and includes the Esc hint.
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