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Clinic Setup

Use the Provider web portal to set up your organization and locations before you invite your team or clients. This guide uses clear, non‑technical steps and shows where to find each setting. Images referenced below will appear in‑line after the next docs refresh.

A. Organization profile​

  1. Open the Provider web portal → Settings → Organization.
  2. Brand and identity
    • Logo
      • Click the camera icon on the logo tile → choose an image file.
      • Recommended formats: PNG (preferred) or JPG. Avoid HEIC.
      • Recommended size: under 10 MB; use a horizontal logo that stays clear when shown at a small height.
        • It appears in the top bar at a compact height (about 32 px) and in generated PDFs; a transparent background looks best.
      • After selecting, the preview updates automatically.
      • Screenshot: Settings → Organization — Logo
    • Display name
      • Shown in the top bar and in client‑facing places. Keep it short and recognizable.
    • Legal name (optional)
      • Used on billing or official communications if different from your display name.
  3. Contact and website
    • Email and phone
      • Enter the inbox and phone you want clients to use. Include your country code for international numbers.
    • Website
      • Paste your public site or booking page URL (optional).
  4. Default timezone
    • Sets your organization’s default time. Locations can override this individually.
  5. Save
    • Click Save. Your logo and details are stored and will reflect in the header and client communications.

B. Locations​

  1. Provider web portal → Settings → Locations → New Location.
  2. Details
    • Location name and phone
      • Use a name clients will recognize (e.g., “Downtown Clinic”).
    • Address
      • Enter the full address as you want it to appear on reminders and receipts.
    • Timezone
      • Choose the local timezone for this location. This controls bookable time slots shown to clients.
    • Screenshot: Settings → Locations — New Location
  3. Hours of operation
    • Set open days and hours for this location.
    • Add exceptions for holidays or special closures.
    • Screenshot: Settings → Locations — Hours
  4. Save
    • Repeat for each additional location.

C. Provider hours (staff availability)​

  1. Provider web portal → Staff → Providers → select a provider → Availability.
  2. Weekly schedule
    • Add weekly hours per location. This controls when clients can book with this provider.
  3. Time off and holidays
    • Add vacations or ad‑hoc time off so those times are not bookable.
  4. Save
    • Screenshot: Staff → Provider → Availability

D. Booking and cancellation rules (set inside Memberships)​

Booking windows, free booking limits, and cancellation rules are configured per Membership (not at the organization or location level). This ensures different plans can have different rules.

  • Where to set this: Provider web portal → Settings → Memberships → select or create a membership → Policies.
  • What to configure:
    • Minimum advance time
      • How far in advance clients must book (e.g., at least 12 hours).
    • Maximum advance window
      • How far into the future booking is allowed (e.g., up to 21 days).
    • Free booking limits (optional)
      • How many bookings are included within a period (e.g., 2 sessions per month).
    • Late cancellation threshold and fee (optional)
      • Define when a cancellation is considered “late” and the fee that applies.
  • See also: “Memberships & Services” for a full walkthrough.

E. Validate your setup​

  • Book a test appointment for each location to confirm:
    • Time slots appear in the correct timezone.
    • Booking limits and windows behave as expected.
    • Cancellation timing is labeled correctly (early vs late) and any fee applies as intended.
  • Check your logo and organization details:
    • Confirm your logo looks crisp in the top bar and on PDFs.
    • Make sure contact info is accurate in client notifications.

Troubleshooting​

  • Logo upload didn’t work
    • Use PNG or JPG under 10 MB. Avoid HEIC files.
    • If the preview doesn’t update, refresh the page and try again.
    • Try in a different browser (Chrome recommended).
  • Logo looks blurry or cropped
    • Use a horizontally oriented logo that looks clear at small sizes (height about 32 px in the header).
    • Prefer a transparent background PNG for best appearance on different backgrounds.
  • Time slots look wrong
    • Verify the location’s timezone is correct.
    • Confirm provider availability is set for that location.
    • Check membership booking windows if slots are missing far in the future/near term.