Practice setup and configuration

This is the reference for everything a clinic admin configures. If you are setting up for the first time, follow the onboarding checklist instead — it puts these in the right order. Use this page to look up a specific setting later.

Clinic details

Clinic Settings → Tenant details holds your clinic's name, address and contact numbers.

Two different numbers live here and they are not interchangeable: the published contact number patients see and ring, and the admin contact number we use to reach you. Put a number the clinic actually answers in the published field — not a personal mobile.

Your domain

Clinic Settings → Domain is where you point your own web address at your booking site. Until you do, your site runs on its default Treatlly address, which works perfectly well — a custom domain is presentation, not function.

Locations

Locations in the sidebar. Add every place you consult from. Even a single-site clinic needs one, because slot rules attach to a location.

If you add a second location later, remember its slot rules are separate — adding the location does not create availability at it.

Doctors

Doctors in the sidebar. For each: name, qualification, registration number and council, speciality, and consultation fee.

The registration details are not paperwork for its own sake — they are shown to patients, and during a video consultation they are what lets the patient identify the practitioner, which national telemedicine rules require.

Each doctor must also upload a signature image on their own profile before they can sign any prescription. Chase this before their first clinic; otherwise it surfaces with a patient waiting.

How many doctors you may have is a plan limit: at the limit, Create Doctor is refused and nothing is added. Your own number is on Billing → Customize Limits, where you can buy more.

Staff

Add your receptionist, assistant, manager and accountant with their own logins and the narrowest role that lets them work, under Clinic Settings → Users & roles. A receptionist or an assistant needs at least one location ticked and sees only the patients there. Hover a person's row and press Permission to switch individual abilities on or off for them. Every change your team makes to the clinic's setup is listed under Settings → Audit log: who, from where, what changed, and the value before and after. Appointments your team rescheduled, cancelled, re-opened, refunded or marked no-show are listed there too, with the old and new time for a reschedule. A change Treatlly support made for you says Treatlly support and which account was used. Entries are kept for 180 days; each appointment's full history stays on its Activity log. See Roles and permissions.

Schedules

Slot Rules for the recurring pattern, Holidays for closures. These are the settings that decide what patients can actually book, so they get their own guide — see Managing slot rules and schedules.

Cancellation policy

Clinic Settings → Cancellation controls whether patients may cancel themselves, how close to the appointment they may do it, and whether a fee applies.

Worth deciding deliberately. Too strict and your front desk fields every cancellation by phone; too loose and you lose slots at short notice with no recourse.

Digital prescriptions

Clinic Settings → Digital prescriptions has two independent toggles — one for walk-in visits and one for video consultations. Switching one on does not switch on the other.

Check-in queue

Clinic Settings → Clinic flow controls the in-clinic token queue: patients check in on arrival, get a token, and can see how many are ahead of them.

Video consultations are deliberately excluded from this queue — those patients are seen remotely and never join the in-person line.

Your website

Under Website: Pages for content, Navigation for the menu, Theme & SEO for colours, logo and search-engine details, and Theme Code if you want direct control of the markup.

Payouts

Clinic Settings → Payout settings holds the bank details money is settled to. These are verified as part of your onboarding, so changes are not instant.

Subscription

Billing — reached from your account menu, not from Settings — shows your subscription, modules and usage. See Managing your subscription.

Settings people most often miss

Designing the prescription sheet

Open Doctors, hover the doctor's row and press Prescription Layout. The builder opens full screen:

• Left — Sections: Whole sheet, Header, Patient details, Today's Vitals, Assessment Summary, Prescription (Rx), Footer. Click one (or click it on the page) to edit it; the eye switches a section off or on. The prescription itself can never be switched off — only moved.
• Middle — the page, exactly as it prints. Zoom with − and +, or Fit to see the whole page.
• Right — three tabs for the section you picked:
  • Content — every word the section prints. The header lines (clinic name, address, phone, website, doctor name, qualifications, registration) start with what your settings print today; type to change the wording, and Use clinic setting puts it back. Rename or hide each Assessment Summary row and each column of the medicines table (the medicine name always prints); rename the headings, the Diagnosis / Advice / Follow-up labels and the patient-detail labels.
  • Style — for each piece of text: font, size, weight (light to black), line height, colour, letter spacing, italic, capitals, and left / centre / right. An empty box keeps today's look. The medicines table's header colour and border colour are here too, and Whole sheet sets one font for the entire page.
  • Layout — position, size, columns and spacing.
• Undo and Redo (Ctrl/Cmd+Z, Shift+Ctrl/Cmd+Z) and Save (Ctrl/Cmd+S). The chip beside Save says Saved or Unsaved changes, and the builder asks before you leave with unsaved changes.

Page margins. Click Whole sheet, open Layout and set Page margins: Top, Right, Bottom and Left, each as a % of the page (0 to 15). Every section then fits inside those margins — with 2 left and 2 right, a section at Left 0% and Width 100% prints from one margin to the other, 96% of the paper's width. Each section keeps its own position and width inside the margins, so you can still move one section in further. With no page margins, a section at Left 0% and Width 100% prints from edge to edge of the paper.

Good to know:

• Header lines you re-word for one doctor (their name, qualifications, registration) stay with that doctor — they never go into the clinic default other doctors print with. Clinic lines (name, address, phone, website) do.
• A re-worded address or phone prints on every prescription, whichever of your locations the visit is at. If you have more than one location, leave those two lines on the clinic setting.
• Bigger text in Today's Vitals or the Assessment Summary moves the medicines down to make room — nothing is printed over.
• A hidden Assessment Summary row is simply not printed; the doctor still records it.

Printing on a doctor's pre-printed pad

If a doctor writes on their own pre-printed pad, open Doctors and choose Prescription Layout for that doctor. Click the Header on the preview and turn on Hide on doctor & receptionist prints; do the same for the Footer if the pad has its own footer. Each is separate, so you can blank the header, the footer, or both. Save. From then on, the prescriptions the doctor or your receptionists print for that doctor — one at a time or several together — leave those parts blank, so the details land in the blank part of the pad. Admins, and the patient's own copy on the website and in the app, always show the full letterhead.

Your pad on the patient's copy. If the doctor prints on their own pre-printed pad, the patient can see that same pad. Scan or photograph the whole pad page (A4, portrait) and upload it in the doctor's Prescription Layout under Whole sheet → Layout → Page background image. When both the Header and the Footer are switched off (the eye beside each), that card offers Show this image on the patient's copy and other prints. Turn it on and Save: the patient's copy (the app, your website and the PDF they download) and prints by an admin or other staff show the pad behind the prescription. Prints by the doctor and receptionists leave it out, so they print cleanly on the pad itself. Switch the Header or Footer back on and the option goes away. Line the picture up in the preview — the copies use it exactly as the preview shows it.

That switch — and the pad's picture — are the only differences between copies. Everything else in the prescription layout — which sections are switched on or off, where they sit and how large they print — is the same on every copy, whether the doctor, a receptionist or the patient views, prints or downloads it. The Assessment Summary section prints everything the doctor recorded in the assessment: chief complaint, symptoms, duration, chronic conditions, notes, examination, allergies, previous labs and previous medicines, each only when recorded. If you have placed it at a fixed spot on the sheet, print one prescription with a full assessment to check it still clears the medicines.

Setup backup and restore points

Everything your clinic has set up — except your patients and appointments — can be saved and put back. Use it before a big change, to recover when something went wrong, or when you switched something off and want it back exactly as it was. Open Clinic Settings → Setup backup.

What is saved: your clinic's details and the switches on your Settings page; locations; your doctors (profiles, availability, photos, prescription layouts and their login number); your staff and what each person can access; schedules (slot rules) and upcoming holidays; your doctors' prescription templates and the clinic's default prescription layout; your logo and favicon; and your website — the theme you are using, with its colours, menus and pages. Website → Theme → Site backup saves just your website.

For your records only: your plan and modules, limits and fees, legal name and domain are in the file, but only Treatlly changes them — restoring a backup never does, and can never switch on something Treatlly has switched off.

Never in the file: patients, appointments, payments and clinic visits; prescriptions, assessments and patient documents; doctors' signatures; passwords, payout details and payment keys. Keep the file private — it contains your staff's and doctors' names and mobile numbers.

Saving your setup

• Download saves a file to your computer. Keep it somewhere safe.
• Save restore point now keeps a copy inside Treatlly, with an optional note (for example before changing Saturday schedules).
• Treatlly also saves a restore point automatically every night when your setup has changed, and just before every restore — so a restore can always be undone.
• The list keeps your newest 30 restore points (saved by you, from a file, or before a restore) and the newest 14 nightly ones.

Restoring

1. Press Restore… beside a restore point, or choose a downloaded file and press Preview restore.
2. Read the preview. For each part of your setup it shows what will be added, updated (old and new value), left as it is, or skipped — and why. Anything that changes your live booking calendar is listed in a warning box at the top, and a file that came from another clinic is pointed out.
3. Confirm to apply it. A summary shows what changed.

A restore only adds and updates — it never deletes anything you have now. Prescription layouts go back exactly as they were at that moment. A few things are deliberately left to you:

• A schedule with upcoming bookings is not changed. The preview lists its differences so you can make them from Slot Rules, where you see the effect on the calendar. A schedule's doctor is never changed by a restore.
• A schedule that was on in the backup is switched back on only if your plan's appointments a day allow it; otherwise it stays off and the preview says why.
• A staff member or doctor who was removed is added back from your own backup — people already in your clinic are always left exactly as they are. A receptionist or assistant needs a branch: if the backup holds them without one, add them from Settings → Users and choose their branch. A doctor comes back only within your plan's number of doctors.
• A file that was changed after it was downloaded, or that came from another clinic, still puts your settings back — but it never adds staff or doctors and never changes your clinic's name or contact details. The preview tells you when this applies.
• Holidays come back only for dates still ahead, and not on a day that already has appointments.

If something looks wrong after a restore, restore the Before restore point at the top of the list — it is your setup exactly as it was just before. Setup backup is for the clinic owner or admin.

Related articles

• Onboarding checklist
• Managing slot rules and schedules
• Setting up video consultations