Skip to main content

Set Up Your Practice

Work through this list once, in order, and your practice is fully operational: clients can book, sessions land on your calendar, notes get written, and payment collects itself. Each step links to the detailed guide. A solo practice can finish the whole list in under an hour.

Switching from another EHR?

Do the import first, so your clients and appointments are already in place while you set everything else up. See EHR Import — upload your old system's export and the importer matches clients, couples, and history automatically.

1. Fill in your practice details​

Your practice name, logo, contact information, and address appear on invoices, superbills, client emails, and the client portal — set them before anything client-facing goes out.

  1. Go to Settings → Practice Details.
  2. Fill in your practice information and upload your logo.
  3. On the same page, add your office locations and rooms — including the telehealth (virtual) location that makes appointments video sessions — and pick the practice's default session location.

Full guide: Practice Settings

2. Set your availability​

Your availability controls when clients can book you online and what your calendar offers when scheduling.

  1. Go to Settings → Online Booking and set your Weekly Availability — switch each working day to Available with its start and end times.
  2. Decide how sessions get booked — specific bookable slots or free-form within your hours.
  3. Block off time you're never available (lunch, admin time, standing commitments).

Full guide: Availability & Blocked Time

3. Define your services and rates​

Every appointment bills against a service, so set your fee schedule early — rates flow from it into invoices, superbills, and claims.

  1. Go to Settings → Billing → Services and review the fee schedule (a standard set of psychotherapy CPT codes is pre-loaded).
  2. Set your rate for each service you actually offer, and star your default service.

Full guide: Services and Products

4. Add your first clients​

  1. Click + in the top bar and choose New Client — individual, minor, or couple.
  2. Send the intake packet (consents, demographics, history) as part of creating them, or later from their profile. Clients complete everything in the client portal.
  3. If you want new clients to find and book you directly, turn on Online Booking and embed the booking widget on your website.

Full guides: Adding a Client · Intake Forms

5. Turn on reminders​

Reminders cut no-shows and chase unfinished paperwork so you don't have to.

  1. Go to Settings → Client Notifications. Reminder emails are on by default — pick the timing (24, 48, or 72 hours before the appointment).
  2. Review the email templates clients receive; customize wording if you like.

Full guide: Client Notifications & Reminders

6. Run your first session​

Schedule an appointment from the calendar, then meet in person or by video — telehealth is built in, with a waiting room and one-click join for the client. During or after the session, record (with consent) or dictate, and generate your progress note with AI.

Full guides: Your First Session · Video Sessions · Note Templates

7. Set up payment collection​

The smoothest setup: collect a card during intake, then let AutoPay charge issued invoices overnight — no chasing balances.

  1. Ask for a card as part of the intake packet (how).
  2. Turn on AutoPay for clients who agreed to it.
  3. For everyone else, invoices can be paid in the client portal, or you can record cash and external payments manually.

Full guide: Collecting Payments

8. Optional — as your practice needs them​

  • Insurance billing — set up your billing identity, payers, and enrollments before filing your first claim: Insurance Setup
  • Colleagues — Invite a Team Member and choose their roles.
  • The client portal — see what your clients experience and how to introduce them to it: Client Portal