Set Up Your Organization
Welcome to Ready Practice. This is your start-to-finish setup path — twelve ordered steps that take a brand‑new organization from empty account to live and booking clients.
You don't have to do it alone: Atlas, your in‑app assistant, can run most of these steps for you. On any step, ask Atlas "set this up for me" — it will walk you through it (or do it) and this guide is here as the reference. AI does it → the docs show you.
Each step builds on the one before it. Do them in order the first time. Every step ends with a short checklist — tick it off (here and in your in‑app setup wizard) before moving on.
The 12 steps
| # | Step | What you'll do | Who usually does it |
|---|---|---|---|
| 1 | Organization Profile | Name, locations, time zone | Admin / Owner |
| 2 | Branding & White-Label | Logo, colours, the name clients see | Admin / Owner |
| 3 | Services & Memberships | Define what you offer + build plans and credit pools | Admin / Owner |
| 4 | Clinical Protocols | Build protocol templates to assign to clients | Admin / Provider |
| 5 | Staff & Permissions | Invite your team, set roles | Admin / Owner |
| 6 | Availability & Scheduling | Hours, booking windows, calendars | Admin / Provider |
| 7 | Booking Links | The public link clients book through | Admin / Owner |
| 8 | Intake Forms | Build the forms clients complete before their first visit | Admin |
| 9 | Insurance & Billing (RCM) | Payers, eligibility, claims, superbills, ERAs | Admin / Owner |
| 10 | Marketplace & Shop | Sell products, lab panels, and offers | Admin |
| 11 | Invite & Onboard Clients | Bring clients in and get them booking | Front‑Desk |
| 12 | Go‑Live Checklist | Final checks before you open the doors | Admin / Owner |
Step 4 has three companion pages nested under it in the sidebar — the exercise and supplement libraries protocols draw their activities from, the recurring questionnaires they attach, and the education modules they assign. Set up protocols first; reach for those when you need them.
Once you are open, the day-to-day pages — charting, taking payment, rescheduling, messaging — live under Run Your Organization in the sidebar rather than here.
Before you start
- Pick your setup order to your model. Not every organization needs every step — a cash‑pay coaching practice can skip Insurance (7); a product‑only shop leans on Marketplace (8). Steps you don't need can be marked skipped.
- Use the Demo data. Add a test client and book a test appointment so you can practice the full flow risk‑free before going live.
- Ask Atlas anytime. The Ask Atlas button is on every screen — it answers grounded in these docs and can perform the step with you.
Not sure where you fit? Follow a role track
If you're setting up as part of a team, jump to the track for your role — a curated path through just the steps you own:
- Admin / Owner — the full setup above (organization, billing, staff, integrations).
- Provider / Clinician — services & protocols, your availability, charting & intake review.
- Front‑Desk — booking, check‑in, collecting payments, client communication.
Your setup checklist
- 1. Organization Profile — name, locations, time zone set
- 2. Branding & White-Label — logo, colours and client-facing name applied
- 3. Services & Memberships — services defined; plans and credit pools live
- 4. Clinical Protocols — protocol templates built and assignable
- 5. Staff & Permissions — team invited, roles assigned
- 6. Availability & Scheduling — hours and booking windows configured
- 7. Booking Links — public booking link live and tested
- 8. Intake Forms — required forms built and assigned to services
- 9. Insurance & Billing — payers added; eligibility & claims ready (skip if cash‑pay)
- 10. Marketplace & Shop — products / lab panels / offers published (optional)
- 11. Invite & Onboard Clients — first clients invited and booking
- 12. Go‑Live — final checks complete — you're open
Start with Organization Profile →