# Using the client portal (/en/docs/client-portal)
# Using the client portal [#using-the-client-portal]
The MediSync client portal at
[app.medisync-solutions.com](https://app.medisync-solutions.com) lets you
manage your account and your clinic relationship in one place.
## What's live today [#whats-live-today]
* **[Register](/en/docs/client-portal/register)** — create an account when
your clinic invites you or when you're a walk-in.
* **[Sign in](/en/docs/client-portal/sign-in)** — sign in with email + password
or Google.
## Coming soon [#coming-soon]
* **[Upcoming appointments](/en/docs/client-portal/upcoming-appointments)** —
view the next visits scheduled for you.
* **[View records](/en/docs/client-portal/view-records)** — download your
medical records, invoices, and receipts.
For anything not yet in the portal — booking, cancelling, asking a
clinical question — contact your clinic directly. See your clinic's
profile on the portal for their phone and email.
***
**Note.** The features marked **Coming soon** are in active development.
Until they ship, each page has a placeholder pointing to the alternative
(call the clinic, email the clinic).
# Register (/en/docs/client-portal/register)
# Register a client account [#register-a-client-account]
There are two paths to a client account: your clinic invites you, or
you self-register.
## Path A — Your clinic invites you (recommended) [#path-a--your-clinic-invites-you-recommended]
1. After your first visit, your clinic sends a **Welcome to MediSync**
email to the address they captured at intake.
2. Click **Activate my account**.
3. Set a password (at least 12 characters).
4. Enter the 6-digit verification code that MediSync sends you.
5. You're in — land on your clinic's client portal home.
The activation link expires after seven days. If yours has expired,
call the clinic and ask them to resend.
## Path B — Self-register [#path-b--self-register]
If your clinic supports walk-in self-registration, visit
[app.medisync-solutions.com/sign-up](https://app.medisync-solutions.com/sign-up).
1. Enter your name, phone, email, and a password.
2. Select your clinic from the dropdown — or paste the clinic's
**sign-up link** shared on their website or a flyer.
3. Verify your email.
Your account is created but you'll only see clinic-specific data after
staff link it to a client record (usually at your first visit).
## What if I already have an account at another clinic? [#what-if-i-already-have-an-account-at-another-clinic]
Each MediSync account belongs to one clinic at a time. If you're
switching clinics, sign in to the old clinic's portal and choose
**Transfer my account** under settings, or ask the new clinic to help.
## Having trouble? [#having-trouble]
* **Email already registered.** You may already have an account. Try
[Sign in → Forgot password](/en/docs/client-portal/sign-in) first.
* **No invitation email.** Check spam, then call the clinic and ask
them to resend to the correct address.
* **Verification code not arriving.** Codes can take a minute; wait,
then request a new one.
See [Troubleshooting](/en/docs/reference/troubleshooting) for more
fixes.
# Sign in (/en/docs/client-portal/sign-in)
# Sign in to the client portal [#sign-in-to-the-client-portal]
Open [app.medisync-solutions.com](https://app.medisync-solutions.com)
and you'll land on the sign-in page.
## With email and password [#with-email-and-password]
1. Enter your email.
2. Enter your password.
3. Click **Login**.
If you have two-factor authentication enabled, MediSync asks for a
6-digit code from your authenticator app after the password step.
## With Google [#with-google]
Click **Login with Google** on the sign-in page and pick the Google
account tied to your registered email. The first time you use this,
MediSync links the Google account to your client account.
## Forgot your password [#forgot-your-password]
1. Click **Forgot your password?** on the sign-in page.
2. Enter your email.
3. Check your inbox for a reset link (it expires after a short window).
4. Click the link, enter a new password, confirm it.
5. You'll be taken to the sign-in page to sign in with the new
password.
If the email doesn't arrive:
* Check your spam folder.
* Confirm the email you entered is exactly the one your clinic has
on file. Typos are the most common cause.
* If you're not sure which email is on your account, call the clinic
and ask them to confirm.
## Staying signed in on shared devices [#staying-signed-in-on-shared-devices]
On a public computer (a clinic kiosk, an internet café), sign out when
you're done — click your name in the top-right → **Sign out**. If
possible, use **Private / incognito mode** so nothing about your visit
is cached locally.
# Upcoming appointments (/en/docs/client-portal/upcoming-appointments)
# Upcoming appointments [#upcoming-appointments]
> **Coming soon.** Client-side appointment viewing is in active
> development. Until it ships, your clinic will confirm appointments
> via SMS and email.
## What will be live when this ships [#what-will-be-live-when-this-ships]
* A list of your upcoming appointments with date, time, practitioner,
and location.
* The ability to confirm you'll attend (your clinic may require this
to hold your booking).
* A calendar-file download to add the appointment to Google / Apple /
Outlook calendar.
* A link to the clinic's **Cancel / reschedule** policy.
## What you can do today [#what-you-can-do-today]
* **Check SMS/email reminders.** Your clinic sends a confirmation as
soon as your appointment is booked and a reminder 24 hours before.
* **Call the clinic** to confirm, cancel, or reschedule. Use the
**About your clinic** section in the portal for their phone number.
***
We'll update this page as the feature rolls out.
# View records (/en/docs/client-portal/view-records)
# View your records [#view-your-records]
> **Coming soon.** The client-side records download is in active
> development. Until it ships, request copies directly from your
> clinic.
## What will be live when this ships [#what-will-be-live-when-this-ships]
* A timeline of your completed visits with a PDF summary per visit.
* Your invoices with paid / outstanding status.
* Receipts you can forward to your insurance provider.
* A one-click **Export everything** bundle for any client who wants
a complete copy of their file.
## What you can do today [#what-you-can-do-today]
* **Call or email the clinic** to ask for records. Most clinics can
provide them the same day.
* **In-person.** Ask at reception — they can print or email a copy
on the spot.
Your records are your property. Clinics are legally required to
provide copies on request (timelines vary by jurisdiction).
***
We'll update this page as the feature rolls out.
# Analytics (/en/docs/clinic-admin/analytics)
# Analytics [#analytics]
**Organization → Analytics** gives you a single dashboard summarising
what's happening across the clinic. It's scoped to whatever modules you
have enabled — disabling **Billing** hides the revenue block, disabling
**Appointments** hides the appointment charts, and so on.
## Time range [#time-range]
The date range selector at the top applies to every widget on the page.
Common presets:
* **Today** — live snapshot, useful first thing in the morning.
* **This week / This month** — compared to the previous period.
* **Quarter / Year** — for trend lines.
* **Custom** — pick an arbitrary start + end date.
## What you see [#what-you-see]
* **Clients** — new clients in the period, total active clients.
* **Appointments** — booked, completed, no-show, cancelled; trend chart.
* **Revenue** — invoiced, collected, outstanding (requires Billing module).
* **Occupancy** — % of available practitioner slots actually booked.
* **Top practitioners** — ranked by appointment count.
Each card has an **Export CSV** action in its menu for deeper analysis in
Excel / Google Sheets.
## Sharing access [#sharing-access]
Analytics is admin-only by default. To give a non-admin person access
(e.g. a clinic manager who isn't technically an admin):
1. Open **Organization → Staff → Active**.
2. Click their row, scroll to **Permissions**.
3. Enable **View analytics**.
They'll see the Analytics page in their sidebar on next sign-in.
## Caveats [#caveats]
* Numbers are computed in your clinic's timezone (set in
[Organization setup](/en/docs/clinic-admin/organization-setup)).
* "No-show" counts include cancellations within the cancellation window,
not just silent no-shows. See
[Receptionist → Cancel / reschedule](/en/docs/receptionist/reschedule-cancel).
* Revenue is **invoiced** (not accrued). If you invoice on completion
rather than on booking, charts lag real activity by a day or two.
***
**In-app help:** no dedicated in-app article yet — the analytics
dashboard's own widgets have contextual tooltips.
# WhatsApp messages from automation rules (/en/docs/clinic-admin/automation-messaging-providers)
# WhatsApp messages from automation rules [#whatsapp-messages-from-automation-rules]
Automation rules can send a WhatsApp message as an action — for example, "when a new client is
added, send them a WhatsApp welcome message." This page covers turning that on and, optionally,
sending it from your own WhatsApp Business number instead of MediSync's shared one.
This needs both the **Automations** module and the **WhatsApp** module active. Enable them under
**Organization → Settings → Modules** if you don't see them — see [Modules](/docs/clinic-admin/modules).
## Do I need to do anything? [#do-i-need-to-do-anything]
No. If you leave this alone, WhatsApp messages from your automation rules still send — just
through MediSync's own WhatsApp sender rather than a number your clients recognize as yours. You
only need the steps below if you want messages to come from your own WhatsApp Business number.
## Adding your own WhatsApp sender [#adding-your-own-whatsapp-sender]
Go to **Automations → Settings → Provider credentials** and add a credential for the **WhatsApp**
channel:
1. Enter the **phone number ID** and **access token** for your WhatsApp Business number (from
Meta's WhatsApp Business Platform — your integration partner or Meta Business Manager gives you
these).
2. Add a **sender identity** — a label for the number, e.g. `+20 123 456 7890`, so you can tell
your credentials apart in the list. This is not secret and is shown as-is.
3. Save. It becomes your organization's **default** WhatsApp sender immediately.
Your access token is encrypted and is **never shown again** after you save it — not to you, not
to MediSync staff. Editing the credential without retyping it is safe: leaving the secret field
blank keeps the saved value.
You can add a credential for **SMS** or **Email** in the same place — those channels are reserved
for future automation actions and don't affect anything today; only **WhatsApp** is live.
### Removing a sender [#removing-a-sender]
Delete a credential from the same list at any time. Automation rules using that channel fall back
to MediSync's own sender immediately — a rule never fails or pauses because a credential was
removed.
## The "Send WhatsApp message" action [#the-send-whatsapp-message-action]
When building or editing an automation rule, **Send WhatsApp message** is available as an action
alongside **Notify the owner**, **Send email**, and **Send SMS**. It sends to the client the rule's
trigger fired for (e.g. the client who was just created, or whose appointment just completed) —
or, if you choose, to the organization owner instead.
A rule using this action needs a client with a WhatsApp-reachable phone number on file; if the
triggering record has no phone number, that run's WhatsApp step is skipped rather than failing the
whole rule.
See [Get alerted before stock expires](/docs/clinic-admin/stock-expiry-alerts) for a walkthrough of
building a rule end to end — the same **New rule** flow applies to any trigger and action
combination, including a WhatsApp welcome message on **Client created**.
## Checking what was sent [#checking-what-was-sent]
**Automations → Runs** shows every time a rule has fired, including whether its WhatsApp step
succeeded, and lets you re-run one that failed. This page doesn't yet show WhatsApp-specific
delivery detail (message status per recipient) the way [SMS providers and
fallback](/docs/clinic-admin/sms-providers) does for SMS — that level of detail is on the roadmap.
# Billing & plans (/en/docs/clinic-admin/billing-plans)
# Billing & plans [#billing--plans]
**Organization → Settings → Billing** is where you pick a plan, see your
invoices, and manage how you pay.
## The five billing tabs [#the-five-billing-tabs]
Billing is split into five tabs. Whichever one you're on, a banner across
the top shows your trial or past-due status.
| Tab | What's on it |
| --------------- | ------------------------------------------------------------------- |
| **Overview** | Your current plan and monthly fee, and the charge building up now |
| **Payment** | The cards we charge |
| **Invoices** | Every closed billing period, with a Pay button on anything unpaid |
| **Credits** | Redeem a coupon, request a credit, and see everything credited |
| **Preferences** | Your spend alert threshold, and whether we charge your card for you |
## Plan tiers [#plan-tiers]
MediSync offers three baseline plans and a free trial. The feature matrix
varies; the most up-to-date list is in the **Change plan** dialog in-app.
Here's the broad shape:
| Plan | Who it's for |
| ----------- | -------------------------------------------------- |
| **Trial** | Exploring MediSync for 14 days, no card required |
| **Starter** | Small clinics, one practitioner, essential modules |
| **Clinic** | Most multi-practitioner clinics |
| **Group** | Multi-site organizations and clinic chains |
Each plan is billed **monthly** or **yearly**. Yearly billing saves around
15 % and is a single invoice per year.
## Free-trial organization limit [#free-trial-organization-limit]
You can have at most **2 organizations on a free trial at the same time**.
This only applies to trials — organizations on a paid plan don't count
toward the limit, so it's really a cap on how many trials you can run at
once, not on how many clinics you can own.
If you try to create a third trial organization, MediSync blocks it and
shows the limit on the **Create organization** screen. To start a new one:
* **Upgrade** one of your existing trial organizations to a paid plan
(frees a slot immediately), or
* **Archive** a trial organization you no longer need from
**Organization → Settings**.
## Usage & limits [#usage--limits]
**Organization → Administration → Usage & limits** shows two things, for
clinic admins and owners only:
* **This period** — how much your organization has used each metered
module so far in the current billing period (e.g. SMS messages sent),
what your plan includes, and the module's cap with where that cap comes
from: your plan, or a limit set specifically for your organization. A
module with no cap shows **No limit**.
* **Limits** — your lifetime entity limits (clients, staff members,
branches, and the rest), each shown against its cap, or **No limit** if
none is set. File storage is shown as a size (for example, 5.00 GB of
10.00 GB); everything else is a count.
Limits come from your **plan**: each plan tier includes its own set of
lifetime limits, and every organization on that plan gets them automatically
— you don't need anyone to set them up for you, and they take effect the
moment you're on the plan, not just when you first subscribe to it. If
MediSync sets a limit for your organization specifically (rather than as
part of your plan), that shows the same way and simply takes priority over
the plan's number.
**Reaching a limit only blocks adding more — it never removes or disables
anything you already have.** If your clinic is over a limit (for example,
after a downgrade), your existing clients, staff, pages, or posts stay
exactly as they are; you just can't add another one of that kind until
you're back under the limit or you upgrade. Freeing up room — for example,
archiving a client or removing a staff member — brings you back under the
limit right away.
This page is read-only — it shows what's configured, it doesn't let you
change it. If you're approaching a limit and need it raised, contact
support or upgrade your plan.
## Choose or change a plan [#choose-or-change-a-plan]
1. Open **Organization → Settings → Billing → Overview**.
2. On the **Current cost** card, click **Change plan**.
3. Each plan is a card. Plans you can upgrade to show a **Choose** button;
plans below your current tier show a **Downgrade** button.
4. Click the button for your target plan, and the confirmation shows:
* The new monthly/yearly price.
* Any pro-rated charge or credit for the current period.
* When the change takes effect (immediately for upgrades, at the end of
the current period for downgrades).
5. Add a card on the **Payment** tab first if you don't have one on file,
then click **Confirm**.
## Add-ons [#add-ons]
Some modules are paid add-ons, priced per month. Enabling an add-on
charges a pro-rated amount for the rest of the current period and then
includes it on each renewal — it shows up in the **Upcoming charge** card
on the **Overview** tab as soon as it's on.
Disabling an add-on takes effect at the end of the current period — you
keep access until then.
## Invoices [#invoices]
The **Invoices** tab lists every invoice MediSync has issued. For each
one:
* **Status** — paid, open, past due, refunded.
* **Download PDF** — stamped invoice for your accountant.
* **Retry payment** — only on past-due invoices; re-tries the card on file.
## Payment methods [#payment-methods]
Add, replace, or remove cards on the **Payment** tab. Only clinic admins
can see it.
Cards are processed by whichever payment provider is resolved for your
organization's country (Stripe in most countries; Kashier for Egypt) — the
card lists this next to the section title. If your organization is in
Egypt, see [Payments in Egypt (Kashier)](/docs/clinic-admin/egypt-payments)
for the Kashier-specific walkthrough.
## Credits and coupons [#credits-and-coupons]
The **Credits** tab is where money comes back to you:
* **Redeem a coupon** — apply a promo code at any time. The discount
becomes a credit that your next invoice picks up automatically.
* **Credit requests** — ask for a credit on a specific invoice and say
why. A MediSync admin reviews it and, if approved, books the credit to
your account.
* **Credit & adjustment history** — every credit, write-off, and one-off
charge that's been booked against you.
## Spend alerts and automatic billing [#spend-alerts-and-automatic-billing]
Both switches live on the **Preferences** tab:
* **Budget warning** — email every owner once the projected spend for the
current period reaches an amount you set. It's a heads-up only; nothing
is paused or cut off.
* **Automatic billing** — charge your default card as soon as an invoice
is issued. With it off, you pay each invoice yourself from the
**Invoices** tab.
## Suspended accounts [#suspended-accounts]
If payment fails three times, MediSync automatically suspends the
organization. Staff can't sign in until the outstanding invoice is paid.
Pay the invoice and reactivation happens within a minute.
***
**In-app help:** `admin_billing_current_cost`,
`admin_billing_plan_selection`, `admin_billing_plan_tier`,
`admin_billing_interval`, `admin_billing_addon_modules`.
# Managing blog posts (/en/docs/clinic-admin/blog-posts)
# Managing blog posts [#managing-blog-posts]
The Blog page is the home for everything you publish from your clinic.
## Create a new draft [#create-a-new-draft]
Click **New draft** in the top right of the Blog page. A new untitled
draft opens directly in the editor — type a title, write your content,
and it saves automatically as you go. Drafts stay private until you
publish them.
## Write with the editor [#write-with-the-editor]
The post body is a document-style editor — no toolbar to hunt through.
Three shortcuts cover most of what you need:
* **Insert blocks with `/`.** On an empty line, type `/` to open a menu
of blocks: headings, bullet and numbered lists, a quote, a code block,
a divider, and images. Keep typing to filter (for example `/h1`), then
press Enter or click to insert.
* **Format with the selection bar.** Select any text and a small bar
appears above it for **bold**, *italic*, underline, strikethrough,
inline code, and adding a link.
* **Reorder by dragging.** Hover over a block and grab the handle on its
left edge to drag it to a new position.
Empty lines show a faint "Type '/' for commands…" hint. To add an
image, use the `/` menu and paste the image's public URL. Everything you
type autosaves; there's no separate Save button for the body. Long
titles wrap onto multiple lines instead of being cut off.
## Publish, schedule, and update [#publish-schedule-and-update]
The editor's right-hand panel holds everything about getting a post
live. The current state shows at the top (Draft, In review, Scheduled,
Published) next to the autosave indicator.
* **Publish now** sends the post live immediately.
* **Schedule for later…** reveals a date-and-time picker; the post goes
to **Scheduled** and publishes automatically at that moment. The
go-live time also shows under the post's status in the list and on the
**Goes live** row in the editor's Details.
* **Submit for review** (for contributors) hands the draft to an editor,
who can **Approve & publish** or send it back.
### Updating a post that's already live [#updating-a-post-thats-already-live]
Editing a published post **autosaves to a draft copy — it does not change
the live page yet.** When you're ready, click **Publish changes** to push
your edits to the public site. A reminder under the button says so. Use
**Unpublish** to pull a post off the site (it returns to Draft; you can
publish it again later).
### View the live post [#view-the-live-post]
On a published post, click **View live post** in the status panel to open
its public page in a new tab.
## Find posts quickly [#find-posts-quickly]
Use the **Search** box to filter posts by title. Combine it with the
labelled **Status:** dropdown (Draft / In review / Scheduled / Published
/ Archived) or **Type:** dropdown (Article / Video / Case study / News)
to narrow the list. Scheduled posts show their go-live date and time, and
archived posts appear dimmed. URLs are shareable — copy and send a
teammate a filtered view.
## Per-post actions [#per-post-actions]
Click the more-actions icon (three dots) on any row:
* **Edit** opens the post in the editor.
* **Publish** is available for drafts, scheduled posts, and posts in
review.
* **Archive** removes the post from the public site. Archived posts
are not deleted — change their status back to bring them online
again.
## Bulk archive [#bulk-archive]
If you have permission to delete posts, each row gains a checkbox.
Select the rows you want to archive in bulk and click **Archive
selected**. You'll be asked to confirm. The bulk action archives each
post in parallel and tells you exactly how many succeeded.
## Organize with categories [#organize-with-categories]
Open **Categories** from the Blog menu to manage your editorial
categories. Type a **Label** and the **Slug** (the part that appears in
the URL) fills in automatically — edit it yourself if you want something
different. Drag the handle on the left of any row to reorder categories,
and use the pencil and trash icons to rename or remove one.
Assign categories to a post from the **Categories** panel in the editor:
its boxes are pre-ticked with the post's current categories, and ticking
or unticking one saves right away.
## On a phone [#on-a-phone]
The Blog works on small screens. The list becomes a stack of cards (with
the same row menu), and in the editor the main action — Publish, Submit
for review, or Publish changes — stays pinned to the bottom of the screen
so it's always within reach.
# Bookable resources & procedure roles (/en/docs/clinic-admin/bookable-resources)
# Bookable resources & procedure roles [#bookable-resources--procedure-roles]
Before the booking engine can offer a slot, it needs to know two things: **what
you have** (your resource catalogue) and **what each procedure needs** (its
procedure template). This page covers both, and the link between them.
## The resource catalogue [#the-resource-catalogue]
Open **Core → Resources**. Every bookable thing in your clinic lives
here, in one of four kinds:
| Kind | What it covers |
| ------------- | ----------------------------------------------------------- |
| **Doctor** | Physicians |
| **Staff** | Nurses, technicians, anesthetists, interpreters, chaperones |
| **Room** | Consultation rooms, operating theatres |
| **Equipment** | Lasers, scanners, and other schedulable devices |
Use the **kind** filter in the sidebar to narrow the list, and the search box
to find a resource by name.
### Adding a resource [#adding-a-resource]
1. Pick the **branch** the resource belongs to. The **Add resource** button
stays disabled until you do — every resource is branch-scoped.
2. Click **Add resource** and choose the kind.
3. Fill in the form. Every kind needs a **name** and a **concurrency limit**
(how many appointments it can hold at once — usually 1).
**Doctor** and **Staff** additionally require a **team member**. That link is
what connects the bookable resource to a real person in your organization, so
the **Create** button stays disabled until you pick one.
Doctors have optional **specialties** — pick as many as the doctor actually
practises, since a template requiring any one of them will then find them —
and staff an optional **staff role**. Both are pickers drawn from your
organization's managed lists (see
[Managing resource attribute lists](#managing-resource-attribute-lists)
below) rather than plain text boxes — you pick an existing entry, or type a
new one to add it to the list on the spot. Free text that doesn't match a
list entry is no longer accepted here: this is what makes the consistency
guarantee below actually hold, instead of just being good advice.
Consistency here is not cosmetic. A procedure template can require, say, a
doctor whose specialty is "Ophthalmology". Before this list existed, if half
your ophthalmologists were recorded as "Ophthalmology" and half as
"ophthalmology" or "Eye", the template only ever found the matching half —
and the failure showed up as **"no available slots"** when someone tried to
book, not as an error on the template. Picking from one shared list is what
prevents that split from happening again.
Rooms take a **capabilities** picker — the same managed list, so you can
select several values, or type a new one and add it on the spot. A room's
**Sterile** flag is a separate checkbox, not a capability. Equipment takes a
**model** and **serial**, both still plain text.
### Changing a resource [#changing-a-resource]
Click **Edit** on any row in the resource list, or open the resource and use
the **Edit** button in its header. You can change the name, the concurrency
limit, the linked team member, and the kind-specific fields — including a
a doctor's specialties, so a resource entered with the wrong one can be
corrected rather than recreated.
Clearing a specialty or staff role is allowed: reopen the picker and click the
selected value again to deselect it, then save. A doctor with no specialties
at all is valid — they simply won't match a template that requires one.
Two things the edit form deliberately does not change: a resource's **kind**
and its **branch**. Both are structural — schedules, appointments and
templates are all anchored to them — so a resource that needs a different kind
or branch should be deactivated and replaced. Schedules and time off stay on
the resource's own page, not in this form.
A brand-new resource has **no schedule**, and the booking engine only ever
offers slots from a recurring schedule. Until you open the resource and add
one, it will never be suggested — the catalogue flags these with a **No
schedule** badge. Add the schedule as soon as you create the resource.
## Managing resource attribute lists [#managing-resource-attribute-lists]
Open **Core → Resource attributes**. This page holds the four lists staff
choose from when describing a doctor, room, or piece of equipment —
specialty, subspecialty, staff role, and capability. Keeping each list tidy
is what lets procedure templates actually find the right resources, rather
than silently finding none.
Pick a list from the sidebar on the left. Each list shows every
entry's **Name** (what staff see), **Identifier** (the fixed value your
resources and templates actually store — see below), whether it's currently
**in use**, and a status switch.
### Adding a value from inside a form [#adding-a-value-from-inside-a-form]
You don't have to come to this page to add a new specialty, staff role, or
similar — type it directly into the picker on the resource form (or a
procedure template's narrowing filters) and choose **Create "…"**. It's
added to the shared list immediately and selected on the spot. Values added
this way show up here too, so this page is also where you go to tidy up
anything that got added a little too casually.
### Renaming is always safe [#renaming-is-always-safe]
Editing a value's **Name** changes only how it's displayed — every resource
and procedure template already using it keeps working, unaffected, and
immediately shows the new wording everywhere it appears. That's because
what's actually stored on your resources and templates is the row's
**Identifier**, not the name, and renaming never touches the identifier.
Use this to fix a typo or clean up wording without worrying about breaking
anything currently in use.
### Deactivating vs. deleting [#deactivating-vs-deleting]
* **Deactivating** a value (the status switch) removes it from the picker
for anything *new* — staff creating or editing a resource or template
won't be offered it going forward. It changes nothing else: any resource
or template already using it keeps working exactly as before, and still
displays its name normally.
* **Deleting** a value removes it permanently, but only once nothing is
using it. If any resource or procedure template still references it, the
delete is refused and you're shown exactly how many resources and how many
procedure requirements are still using it. Deactivate instead if you want
to retire a value without hunting down every place it's used first.
Prefer deactivating over deleting unless you're sure a value was created by
mistake and never used. Deactivated values stay available for cleanup or
reactivation later; deleted ones are gone.
The **In use** count is fetched one row at a time, so a very long list can
take a moment to fully populate. This doesn't affect accuracy — each count
that appears is live — it's only a loading-speed note for organizations with
unusually large lists.
## Procedure templates and roles [#procedure-templates-and-roles]
Open **Core → Procedure templates**. A template describes what a
procedure needs: how long it runs, which checks are required, and one
**requirement** row per role.
Each requirement row sets:
* **Role** — a label you choose, e.g. "Surgeon", "Assistant", "OR". The field
suggests roles your clinic already uses elsewhere, grouped under *Already
used in this organization*, plus a few common starters. You can still type
anything you like — pick from the list where one fits, so the same job keeps
the same name everywhere and your reports don't split "Surgeon" across two
spellings.
* **Kind** — which kind of resource fills this role.
* **How many** — how many resources of this role each booking reserves.
* **Pre-buffer / post-buffer** — extra minutes the resource stays held before
and after the appointment, for setup, cleaning or turnaround.
Two rows on the same template can't share a role name — the name is how a
booking reports which resource filled which slot. If you need two of the same
thing, either raise **How many** on one row, or give the rows distinct names
like "Surgeon" and "Assisting surgeon".
If a template asks for a kind you have no matching resources for, the template
looks fine but can never actually be booked — the booking screen simply finds
no available slots. If you add a **Staff** role, make sure you have staff
resources (with schedules) that can fill it.
### The primary role [#the-primary-role]
One requirement row can be marked as the **primary role**. That row's resource
becomes the appointment's **doctor of record** — the name shown in appointment
lists, detail views, and reporting.
A few rules worth knowing:
* Only **Doctor** and **Staff** rows can be primary. The radio button is
disabled for rooms and equipment, and switching an already-primary row to a
room or equipment kind clears the mark.
* Only **one** row can be primary at a time. Marking a second row moves the
mark rather than adding one.
* If a template has exactly **one** human role and you don't mark anything, it
is treated as the primary automatically.
* If a template has **several** human roles and none is marked, appointments
fall back to a doctor row ahead of a staff row. Which one is picked beyond
that is not something you can influence by naming — renaming a role never
changes who is reported as the main provider. **Mark one explicitly** if
reporting matters to you; it is the only way to control the outcome.
* A template with only rooms and equipment has no primary role at all. That's
perfectly valid.
Editing a template's primary role does **not** change appointments that were
already booked. They keep the doctor of record they were booked with until
someone reschedules them, at which point the current template is re-applied.
## Editing a procedure template [#editing-a-procedure-template]
Open **Core → Procedure templates**, then choose **Edit** on any row. The
drawer opens with the template's current details.
You can change the name, duration, description, required checks, whether the
template is **Active**, and the list of resource requirements.
**The code can't be changed.** It identifies the procedure across billing and
reporting, so it's fixed once the template is created — the field is shown but
disabled in the edit drawer. If a code is wrong, create a replacement template
with the right code and deactivate the old one instead.
**Active** controls whether the template can be used for a *new* booking.
Turning it off doesn't touch appointments already booked against it — it just
stops new appointments from being booked against it going forward. Use this
instead of deleting a template you may need again.
**Removing or renaming a requirement asks you to confirm.** Adding a row, or
adjusting a row's count, buffers or resource filters, saves straight away.
Saving only pauses for a confirmation when you've **removed** a row or changed
an existing row's role or kind — the changes where something you had before is
going away. It's safe to confirm: appointments already booked keep the
resources and roles they were booked with, so past and upcoming bookings are
unaffected. New bookings use the updated requirements right away; older
appointments only pick them up if they're rescheduled.
**Closing with unsaved changes asks first.** If you've edited anything and then
press Escape, click outside the drawer, or hit Cancel, you'll be asked whether
to discard your changes — choose **Keep editing** to go back. Closing a drawer
you haven't touched just closes it, with no prompt.
# Client field configuration (/en/docs/clinic-admin/client-field-config)
# Configure client fields [#configure-client-fields]
Every clinic collects different data about its clients. In
**Organization → Clients (config)** you decide which fields appear on
the client intake form, which are required, and which new custom fields
to add.
## Name mode [#name-mode]
MediSync supports three naming conventions. Pick the one that matches
your clinic's practice:
| Mode | Fields captured | When to use |
| -------------- | -------------------------------------------- | ----------------------------------------- |
| **Two-part** | Given name, family name | Most western practices |
| **Three-part** | Given name, middle name, family name | English/US practices |
| **Four-part** | Given name, father, grandfather, family name | Many Arab clinics |
| **Single** | Full name | When full-name strings are recorded as-is |
Changing name mode:
* **Doesn't delete** any existing client data — fields that don't apply to
the new mode stay on old records and aren't prompted on new intake.
* Takes effect on the next **Add client** form. Open client profiles
keep showing whatever data was already captured.
## Required fields [#required-fields]
Mark a field as **Required** and the intake form won't submit without it.
Use this for data your clinic genuinely can't operate without (e.g. date
of birth for paediatric dosing).
> **Don't over-require.** Every required field slows down reception and
> locks out walk-ins. Leave fields optional unless missing them is a
> blocker downstream.
## Visible columns [#visible-columns]
Separate from required: mark which fields show up as columns on the
**Clients** list by default. Common picks: name, phone, date of birth,
insurance status.
Beyond that default set, each staff member can tailor their own view.
Open the **Columns** menu above the clients table to show or hide any
field — every field from the **Add client** form (address, emergency
contact, insurance, blood type, allergies, and more), your clinic's
custom fields, and record-audit details (**Created** date, **Created by**,
**Last update**) are all available there. These extra columns are **hidden
by default**, and each person's choice is remembered in their own browser,
so customising your columns never changes what a colleague sees.
## Available sex values [#available-sex-values]
Most clinics only need **Male** and **Female**, so the client form ships
with those two and lets you opt in to **Other** and **Prefer not to say**
when the clinic actually needs them.
In **Organization → Clients (config) → Demographics**, tick the values
you want and click **Save**:
* The client **Add** form's sex dropdown only shows enabled values.
* The list filter only offers enabled values as filter chips.
* **Existing clients keep their stored value** — if a client already has
`Other` and you disable it, that record still saves cleanly when edited.
You won't be forced to migrate old data.
* An empty selection is rejected — at least one sex value must always be
enabled or staff couldn't create a client.
## Custom fields [#custom-fields]
Custom fields live in their own page: **Clients → Custom fields** in
the staff sidebar.
1. Pick the **module** at the top of the page. By default this is
**Clients**, but if your platform admin has registered other modules
(e.g. Appointments) they appear here too.
2. Click **Add field**, then for each row choose a type — short text,
long text, number, yes/no, date, choice (dropdown), or list.
3. Name the field. The **Key** is the machine identifier (lower-case,
underscores) and the **Label** is what receptionists see on the form.
4. For **Choice** fields, enter the options as a comma-separated list.
5. Optionally set a **Group** name — fields with the same group render
together on the client form.
6. Toggle **Required** if relevant. For numeric and text fields, you can
set **min** / **max** bounds and a regex **pattern**.
7. Use the up/down arrows to reorder the rows, then click **Save changes**.
The new fields appear on the client intake form's clinical step, the
review summary, the client profile sidebar, the API, and — as optional,
hidden-by-default columns — the **Clients** list (toggle them on from the
**Columns** menu) immediately.
The **Key** is permanent once a field is in use — renaming it would
break records that already store data under that name. Removing a field
hides it from new intake but does **not** delete values on existing
clients (so you can safely undo a mistake by re-adding the same key).
## Grouping clients [#grouping-clients]
Custom fields that are select-type can be used to **group** clients on
the list view (think insurance plan, referral source, primary
practitioner). Toggle **Use for grouping** when creating the field.
***
**In-app help:** `clients_name_mode_setting`,
`clients_required_fields_setting`, `clients_visible_columns_setting`,
`clients_group_by_setting`, `clients_custom_fields`.
# Invoices (/en/docs/clinic-admin/client-invoices)
# Invoices [#invoices]
The **Organization → Invoices** page is where your team bills a client for the
services and products they received, records the money that comes in, and sends
them a tidy PDF. Invoices are gated by the **Invoices** module — enable it under
**Organization → Settings → Modules** if you don't see the menu item.
> Invoices are for billing your **clients**. They are completely separate from
> the subscription invoices MediSync sends *your clinic* — those live under
> **Settings → Billing**.
## Finding your invoices [#finding-your-invoices]
Expand **Organization → Invoices** in the sidebar. It opens into a group with
three items — **Invoices** (the list), **Reports**, and **Invoice settings**.
The list works like the rest of the app:
* **Search** by number, client, or amount.
* **Filter by status** — tick any combination of Draft, Issued, Partially paid,
Paid, or Void to narrow the list.
* **Sort and paginate** the columns, and click a row to open its full details in
a side panel.
The **Invoice settings** item in the group takes you to the invoice defaults —
see [Invoice settings](#invoice-settings).
## Issuing or deleting several invoices at once [#issuing-or-deleting-several-invoices-at-once]
When you have a batch of drafts to process, you don't have to open them one by
one. On the list:
1. **Tick the checkboxes** next to the invoices you want (or the header checkbox
to select the whole page).
2. A **bulk bar** appears with two actions:
* **Issue drafts** — issues every selected draft at once, giving each its own
number and due date, just like issuing them individually.
* **Delete drafts** — removes the selected drafts.
Both actions apply only to **drafts** — an invoice that's already issued is
skipped (it can't be deleted, and there's nothing to issue). If any item in the
batch can't be processed, the rest still go through, and you're told which ones
were skipped and why.
## Creating an invoice [#creating-an-invoice]
Click **New invoice** to open the two-step wizard.
**Step 1 — who and what:**
* **Client** — search and pick the client you're billing (required).
* **Attending doctor** — optional; recorded on the invoice for reference.
* **Line items** — add each service or product. Pick an item from your catalog to
fill its name, price, and tax rate automatically, or type a custom line by
hand. Set the quantity on each line.
**Step 2 — the money and the fine print:**
* **Currency** — defaults to your usual currency; a catalog pick can set it.
* **Discount** — a fixed amount or a percentage off the whole invoice.
* **Tax** — the tax rate applied to taxable lines.
* **Payment terms** — how many days the client has to pay (used to set the due
date when you issue).
* **Notes** — anything you want printed on the invoice.
A **live preview** on the right shows the subtotal, discount, tax, and total
recalculating as you type, so you always see exactly what the client will be
charged before you save.
Saving creates the invoice as a **Draft** — nothing is final yet, and you can
keep editing it.
## Issuing an invoice [#issuing-an-invoice]
A draft has no number and isn't official. When the invoice is ready, click
**Issue**. Issuing:
1. Assigns the next **invoice number** (in your configured format).
2. Sets the **due date** from your payment terms.
3. Moves the invoice to **Issued**.
Once issued, an invoice can no longer be deleted — if you need to cancel it, use
**Void** instead (see [Statuses](#statuses)). This keeps a clean, auditable
record of everything you ever billed.
## Recording payments [#recording-payments]
Open an issued invoice and click **Record payment**. Enter the amount, the
payment method (cash, card, bank transfer, and so on), and an optional reference
or note.
* You can record **several partial payments** over time; the invoice tracks the
running **balance** (total minus what's been paid).
* When the payments add up to the full total, the invoice automatically becomes
**Paid**. Until then it shows as **Partially paid**.
* You can't record more than the outstanding balance — overpayments are rejected.
Every payment is listed in the invoice's payment history.
## Refunding a payment [#refunding-a-payment]
If you need to return money to a client — a cancelled service, an overcharge —
open the invoice and click **Record refund** (also available from the row's "•••"
menu). Enter the amount, the method you're refunding by, and an optional reason.
* You can refund **up to the amount the client has paid** — you can't refund
more than was actually received.
* A refund **reopens the invoice**. A fully **Paid** invoice drops back to
**Partially paid** (a balance is owed again), and if the refund returns
everything that was paid it goes back to **Issued**.
* Refunds aren't allowed on a **Draft** or **Void** invoice — there's no payment
to return.
Refunds appear alongside payments under the **Payments & refunds** tab, so you
always have the full money trail for an invoice.
## Statuses [#statuses]
| Status | What it means |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **Draft** | Still being prepared. No number yet; editable and deletable. |
| **Issued** | Finalized and numbered. Awaiting payment. |
| **Partially paid** | Some money received, but a balance remains. |
| **Paid** | Paid in full. |
| **Void** | Cancelled after issue. Kept for the record, but no longer owed. |
| **Overdue** | Shown automatically on an Issued / Partially paid invoice whose due date has passed and still has a balance. It clears itself once paid. |
## Sending a PDF to the client [#sending-a-pdf-to-the-client]
From an invoice you can:
* **Generate PDF** — render the invoice as a PDF (choose a basic or detailed
layout) and open it.
* **Email** — send the client a link to the PDF. The email goes to the client's
email on file by default, or you can type a different address. The link is
valid for 7 days.
The PDF is cached, so re-sending the same invoice is instant unless its contents
changed.
## Turning a quote into an invoice [#turning-a-quote-into-an-invoice]
If you use [Quotations](/clinic-admin/quotations), you don't have to retype an
accepted quote. From an accepted quote — or from the **New invoice** screen —
use **Create from quote** to draft an invoice that copies the quote's client and
catalog-backed line items. Review it, then issue it like any other invoice.
## Receivables report [#receivables-report]
Open the **Reports** page from the Invoices nav for an at-a-glance view of where
your billing stands. At the top, a row of **KPI cards** summarises the money:
* **Invoiced** — the total value of everything you've issued (drafts and
voided invoices don't count).
* **Collected** — how much you've actually been paid.
* **Outstanding** — what's still owed on issued and partially-paid invoices.
* **Overdue** — the slice of that outstanding amount that's already past its due
date.
Below the cards, a **status breakdown** shows how many invoices sit in each
status, and a **receivables aging** table groups what you're owed by how long
it's been overdue:
| Bucket | What it covers |
| -------------- | ---------------------------------------------------------- |
| **Current** | Not yet due (or with no due date set). |
| **1–30 days** | Up to a month past due. |
| **31–60 days** | One to two months past due. |
| **61–90 days** | Two to three months past due. |
| **90+ days** | More than three months past due — the ones to chase first. |
Aging counts only **open** invoices (issued or partially paid with a balance
left); paid and voided invoices drop off.
## Invoice settings [#invoice-settings]
Open **Invoices → Invoice settings** from the sidebar group to set the defaults
applied to every new invoice:
* **Number format** — the prefix and pattern used when you issue (for example
`INV-2026-0001`).
* **Default tax rate** — pre-filled on new invoices.
* **Default payment terms** — the default number of days clients get to pay.
Changing these affects future invoices only; invoices you've already issued keep
their original numbers and terms.
# Dashboard templates (/en/docs/clinic-admin/dashboard-templates)
# Dashboard templates [#dashboard-templates]
A **template** is a ready-made dashboard new members start from on their first
visit, so your team lands on something useful instead of a blank grid. You can
publish one org-wide default and, optionally, a different default per role
(e.g. doctors lead with their schedule, front desk with check-ins).
Open **Settings → Dashboard templates** (the tab is visible to admins). The
tab opens with a short **How dashboard templates work** guide and is laid out
as two steps: **Step 1 · Templates** (create them) and **Step 2 · Role
defaults** (assign them).
## How a member inherits a template [#how-a-member-inherits-a-template]
The first time a member opens their Overview — before they've saved anything:
* If their role has a template assigned, they start from it.
* If several of their roles have templates, they're asked to **choose** one.
* Otherwise they start from the **org default** (if you've set one), or a blank
grid.
Whatever they start from, their first save makes a **private copy** — editing
or deleting a template never disturbs members who've already saved their own
layout.
## Create a template [#create-a-template]
Templates are seeded from a layout, so the easiest path is:
1. On your **Overview**, build and **save** the layout you want (see
[Customize your dashboard](/en/docs/getting-started/customize-dashboard)).
Until you have a saved layout, **Step 1** shows a **Go to Overview** prompt
instead of the **New template** button.
2. Go to **Settings → Dashboard templates** and, under **Step 1 · Templates**,
click **New template**.
3. Name it and pick what to **seed from** — one of your saved layouts, or a
blank dashboard.
4. Click **Create template**.
## Set the org default [#set-the-org-default]
In the templates table, click **Set default** on the template every new member
should start from. Only one template can be the org default at a time —
choosing a new one replaces the old.
## Assign a template to a role [#assign-a-template-to-a-role]
**Step 2 · Role defaults** unlocks once you have at least one template. Each
role then has a dropdown:
* Pick a template to make it that role's starting dashboard.
* Choose **Org default** to clear the assignment (the role falls back to the
org-wide default).
Changes save as soon as you pick. Roles come from
[Staff & roles](/en/docs/clinic-admin/staff-roles); base roles (Admin,
Receptionist, etc.) always use the org default.
## Delete a template [#delete-a-template]
Click the trash icon on a template row and confirm. Any role pointing at it
falls back to the org default. Members who already saved a copy keep theirs.
***
**In-app help:** no dedicated in-app article yet for dashboard templates.
# Document storage (/en/docs/clinic-admin/document-storage)
# Document storage [#document-storage]
**Organization → Documents** is where your clinic stores shared files —
uploaded client records, medical history attachments, voice notes, and
anything else you need archived against an organization or a client.
## Storage usage at a glance [#storage-usage-at-a-glance]
The page opens with a **storage-usage card** that shows how much of your
plan's storage cap you're consuming and what's taking up the space. It
breaks the used bytes down by file type:
* **Images** — JPEG, PNG, GIF, WebP, HEIC
* **Videos** — MP4, WebM, QuickTime (.mov)
* **PDFs** — `.pdf`
* **Documents** — Word (`.doc`, `.docx`), plain text (`.txt`)
* **Spreadsheets** — Excel (`.xls`, `.xlsx`), CSV
* **Audio** — voice notes (WebM, M4A, MP3, OGG, WAV)
* **Other** — anything that doesn't match the categories above
* **Free** — remaining space on your plan
The percentage in the top-right turns **amber at 75%** and **red at 90%**.
When you hit the cap, the **Upload** button disables and the tooltip
explains why. If your admin has frozen uploads on your plan, the card
shows **Frozen** instead of a percentage.
## Supported file types [#supported-file-types]
The following MIME types are accepted at upload time. Anything else is
rejected before the file is sent to storage:
| Category | Formats |
| ------------ | ------------------------------------- |
| Images | JPEG, PNG, GIF, WebP, HEIC |
| Videos | MP4, WebM, QuickTime (.mov) |
| PDFs | PDF |
| Documents | Word (.doc, .docx), plain text (.txt) |
| Spreadsheets | Excel (.xls, .xlsx), CSV |
| Voice notes | WebM, M4A, MP3, OGG, WAV |
> Video is a **recently added** type — clinics that were on medisync
> before can now upload MP4/WebM/MOV files without a plan change.
## Troubleshooting [#troubleshooting]
* **"Upload paused — organisation is inactive"** — the clinic is
suspended; contact your super-admin.
* **"Storage cap reached"** — either archive old files from the
**Trash** section or ask your admin to raise the cap.
* **"Storage is frozen for this organisation"** — uploads are blocked
at the plan level; contact the admin who manages billing.
# Payments in Egypt (Kashier) (/en/docs/clinic-admin/egypt-payments)
# Payments in Egypt (Kashier) [#payments-in-egypt-kashier]
Clinics registered in Egypt have their card payments processed by **Kashier**, a local payment
provider, instead of Stripe. You don't choose this — MediSync picks it automatically based on
your organization's country. Everything else about billing works exactly the same: the same
**Organization → Billing** page, the same plans and invoices, the same "Add card" button.
The **Payment methods** card on your Billing page always tells you which provider is handling
your cards — look for "Cards are processed securely by Kashier." If you ever see a different
provider named there, that's not a mistake to fix; it just means your organization is routed
differently (for example, a non-Egyptian country).
## Adding a card [#adding-a-card]
1. Go to **Organization → Settings → Billing**.
2. Under **Payment methods**, click **Add card**.
3. You're redirected to Kashier's secure hosted page — MediSync never sees or stores your card
number, only what Kashier reports back (card brand, last 4 digits, expiry).
4. Enter your card details on Kashier's page and confirm. Kashier verifies the card with a small
1.00 EGP charge; this is part of saving the card, not a payment towards an invoice.
5. You're brought back to a MediSync confirmation page. It says **"Card saved"** once MediSync has
checked the result with Kashier directly — it never takes the redirect's own word for it, so
give it a moment if it still says it's verifying. Click **Back to billing** and your card is in
the list.
If you leave Kashier's page without finishing, or cancel partway through, you're brought back
to a page that simply says the setup wasn't completed — no charge is made and nothing changes
on your account. You can click **Add card** again any time.
## Paying an invoice [#paying-an-invoice]
1. Go to **Organization → Billing → Invoices**.
2. Find an invoice that's due and click **Pay now**.
3. You're redirected to Kashier's hosted checkout to complete the payment (or charged
automatically against your saved card, if you have auto-charge turned on — see
[Billing & plans](/docs/clinic-admin/billing-plans)).
4. After paying, you're brought back to MediSync, which double-checks the payment status with
Kashier directly — so the amount, invoice number, and paid/pending state you see are always
confirmed by Kashier's own records, never just read off the page you were redirected from.
## If "Add card" or "Pay now" doesn't work [#if-add-card-or-pay-now-doesnt-work]
Occasionally you'll see a message that online payment isn't available yet. This happens when
Kashier hasn't finished being set up for your environment — it's a temporary, fixable state on
MediSync's side, not a problem with your card or your clinic's account. Contact support and
they can tell you when it's resolved; nothing you can do on your end speeds this up.
***
**In-app help:** `org_settings_billing_payment_methods_heading`,
`org_settings_billing_gateway_name_kashier`, `org_settings_billing_pay_invoice`,
`kashier_payment_status_card_saved_title`, `kashier_payment_status_gateway_disabled_title`.
# Finish setting up your clinic (/en/docs/clinic-admin/finish-setup)
# Finish setting up your clinic [#finish-setting-up-your-clinic]
Right after you create your organization, MediSync walks you through a
short welcome wizard, then keeps a **setup checklist** in the corner of your
dashboard so you don't lose track of what's left to configure. Both are
optional — you can skip any step, and minimize the checklist whenever you're
ready.
## The welcome wizard [#the-welcome-wizard]
The wizard appears once, right after your organization is created, and
covers two quick steps:
* **Timezone** — so appointment times, reminders, and reports line up with
your clinic's local time.
* **Branding** — upload your logo and pick a brand color, used across your
invoices, client portal, and emails.
Every step is optional — click **Skip** to move past it, or **Finish
later** to close the wizard entirely. You can always change your timezone
or branding afterwards from **Organization settings**.
## The setup checklist [#the-setup-checklist]
After the wizard, a **setup checklist** appears in the bottom corner of your
dashboard — a short list of the key things worth doing in your first days on
MediSync. It follows you across your clinic's pages, so you can work through
it from wherever you happen to be:
* **Add a payment method** — do this before your trial ends so your
subscription isn't interrupted.
* **Complete your org profile** — contact email, phone, and address.
* **Invite your team** — add the staff who'll be using MediSync with you.
* **Add your first service** — so you're ready to book appointments and
bill clients (only shown if your plan includes the Products & Services
module).
* **Set notification defaults** — choose which events send SMS/email
reminders.
Each item links straight to the page where you complete it, so there's no
hunting through menus. As soon as you finish a task — whether from the
checklist link or anywhere else in settings — it's checked off automatically.
### Skipping and minimizing [#skipping-and-minimizing]
* **Skip** an individual item if it doesn't apply to your clinic right now
— it's removed from the list, no questions asked.
* **Minimize** the checklist from its header (the **✕**) if you'd rather
explore MediSync on your own. It shrinks to a small progress badge in the
same corner — click that badge any time to open the list back up. Nothing
is lost, and minimizing only affects your own view, not your colleagues'.
* Once every item is checked off or skipped, the checklist disappears from
your dashboard on its own.
Nothing in the checklist is required to use MediSync — it's just a
shortcut to the setup steps most new clinics find useful.
# Overview for admins (/en/docs/clinic-admin)
# Clinic admin — overview [#clinic-admin--overview]
As the admin of your clinic, you control everything that isn't day-to-day
client care: the billing plan, which features the clinic uses, who has
access and what they can do. This section walks through each of those.
## The admin dashboard [#the-admin-dashboard]
After signing in at
[admin.medisync-solutions.com](https://admin.medisync-solutions.com) you
land on the admin dashboard. The left sidebar shows six top-level areas:
| Area | What it's for |
| -------------------- | ----------------------------------------------------------- |
| **Organization** | Your clinic's basic info, contact, logo, slug |
| **Modules** | Enable or disable feature sets (appointments, inventory, …) |
| **Billing** | Plan, invoices, add-ons, usage |
| **Staff** | Invite teammates, assign roles |
| **Clients (config)** | Custom fields, required fields, name mode |
| **Analytics** | Clinic-wide metrics |
## Recommended first-day checklist [#recommended-first-day-checklist]
If this is your first time as admin, work through these in order:
1. **[Set up your organization](/en/docs/clinic-admin/organization-setup)**
— name, timezone, logo, public slug. Takes about five minutes.
2. **[Choose your modules](/en/docs/clinic-admin/modules)** — turn on only
what your clinic actually uses.
3. **[Pick a plan](/en/docs/clinic-admin/billing-plans)** — you can start
on the trial and upgrade later.
4. **[Invite your team](/en/docs/clinic-admin/staff-roles)** — send
invitations to receptionists and practitioners with the right roles.
5. **[Configure client fields](/en/docs/clinic-admin/client-field-config)**
— decide which client data your clinic captures.
After that you're handed over to the receptionist guides — see
**[Receptionist → Add a client](/en/docs/receptionist/add-client)**.
# Leads (sales pipeline) (/en/docs/clinic-admin/leads)
# Leads (sales pipeline) [#leads-sales-pipeline]
The **Leads** module gives your front-desk and sales team a pipeline for prospective clients —
people who've inquired but haven't booked yet — separate from your existing client records. It's
gated by the **Leads** module — enable it under **Organization → Settings → Modules** if you don't
see **Leads** in the sidebar.
Once enabled, **Leads** appears as its own section in the sidebar with four pages: **All leads**,
**Analytics**, **Dormant patients**, and **Settings**.
## The pipeline [#the-pipeline]
**Leads → All leads** shows every lead as a card or row you can filter by status (New, Contacted,
Qualified, Converted, Lost), source (web form, phone, walk-in, referral, campaign, and more), and
assigned owner. Opening a lead lets staff log calls/emails/notes, move it to the next status, and —
once it's ready — convert it into a client record.
## Analytics [#analytics]
**Leads → Analytics** summarises the whole pipeline: total and open leads, new-this-month vs.
new-last-month, conversion rate, a status funnel, and a 12-month created/converted trend. Everything
can be filtered by owner, source, branch, and a date range.
### Attribution [#attribution]
The **Attribution** table on the Analytics page breaks that same pipeline down **by source** —
for each source (referral, web form, campaign, etc.) it shows how many leads came in, how many
converted, the conversion rate, and the cumulative **paid revenue** collected from that source's
converted clients. Use it to see which channels are actually paying off, not just generating
inquiries.
## Reactivating a dormant patient [#reactivating-a-dormant-patient]
**Leads → Dormant patients** lists clients who've gone quiet — people who've had a completed visit
before, but not recently — so your team can proactively reach out instead of waiting for them to
book again on their own.
* **What "dormant" means.** A client shows up here once they've had at least one completed visit
and **no completed visit in the last 180 days**. (A client who has never had a visit isn't
"dormant" — they just haven't come in yet, and won't appear on this list.) The 180-day window is
the default; if your clinic wants a different threshold, ask MediSync support.
* **What you see.** Each row shows the client's name, contact details, and their last completed
visit date, sorted with the longest-idle clients first.
* **Start reactivation.** Click **Start reactivation** on a client's row to create a new lead for
them in the pipeline (source: *Reactivation*), so your team can track outreach the same way they
track any other lead — call them, log the interaction, and move it through the pipeline toward a
rebooked visit. If a reactivation lead is already open for that client, the button is replaced
with **Reactivation started** instead of letting you create a duplicate.
## Related [#related]
* [Analytics](/docs/clinic-admin/analytics) — the clinic-wide dashboard (clients, appointments,
revenue); Leads Analytics is a separate, pipeline-specific dashboard.
* [Loyalty program](/docs/clinic-admin/loyalty) — referral bonuses trigger when a lead marked as
coming from a referral converts into a client.
* [Modules](/docs/clinic-admin/modules) — enabling/disabling the Leads module.
# Loyalty program (/en/docs/clinic-admin/loyalty)
# Loyalty program [#loyalty-program]
The **Loyalty** module turns repeat visits and payments into rewards. Clients earn points, climb
through tiers, redeem points for account credit, and can earn bonus points for referring new
clients. It's gated by the **Loyalty** module — enable it under **Organization → Settings →
Modules** if you don't see it in the sidebar.
Once enabled, **Loyalty** appears in the sidebar as its own section with four pages: **Settings**,
**Analytics**, **Members**, and **Transactions**.
## Setting up your program [#setting-up-your-program]
Open **Loyalty → Settings**. The page is split into two sections.
### Earning & Redemption [#earning--redemption]
* **Program name** — shown to your team; pick something recognizable (e.g. "MediSync Rewards").
* **Program active** — turn the whole program off without losing any history. While off, clients
stop earning and redeeming points, but nothing is deleted — flip it back on and balances pick up
where they left off.
* **Points per currency unit** — how many points a client earns per cent (or minor unit) of a
**paid invoice**. For example, `1` means 1 point per cent spent, i.e. 100 points per $1 paid.
* **Points per visit** — a flat number of bonus points awarded every time an appointment is marked
**completed**, independent of what (if anything) was paid.
* **Currency per redeemed point** — the redemption rate: how much account credit a client gets per
point they spend. For example, `0.01` means 1 point ≈ 1 cent of credit.
> **Heads up — setting both accrual fields.** If you set **both** "Points per currency unit" and
> "Points per visit", a visit that also produces a paid invoice earns points from **both** rules —
> the settings page shows a warning when this is the case. This is intentional (some clinics want
> to reward the visit itself in addition to the spend), but double-check it's what you want before
> saving.
### Rewards & Lifecycle [#rewards--lifecycle]
* **Tier thresholds** (Bronze / Silver / Gold / Platinum) — the lifetime-points total a client
needs to reach each tier. Tiers update automatically every time a client earns or is adjusted.
* **Points expiry (days)** — how many days after being earned a point expires if unused. Leave
this empty for points that never expire.
* **Referrer bonus points** — a flat bonus credited to a client the moment someone they referred
converts into a client. Leave empty to disable referral rewards for referrers.
* **Referee first-earn multiplier** — a multiplier (e.g. `2` for double points) applied to a
referred client's very first points earned. Leave empty to disable this side of the reward.
Click **Save changes** — a "Saved" confirmation appears briefly next to the button.
## How points work [#how-points-work]
* **Earning.** Points are credited automatically — from a completed visit, a paid invoice, or
both, depending on how you configured the program above. Staff can also manually credit or debit
points from a client's **Loyalty** tab on their client record (for one-off adjustments).
* **Redeeming.** A client's points can be redeemed for account credit at the rate set in
**Currency per redeemed point**. Redemption is done from the client's **Loyalty** tab.
* **Expiring.** If **Points expiry** is set, earned points expire automatically after that many
days — oldest points first. This runs as a background job once a day, so there can be a short
delay (up to a day) between a point technically aging out and it showing as expired.
* **Tiers.** A client's tier is recalculated every time their lifetime points change, snapping to
the highest tier threshold they've reached. Tiers never go down on their own — points expiring
reduces the redeemable **balance**, but a client's **lifetime** total (and therefore their tier)
only ever goes up.
## Referral bonuses [#referral-bonuses]
When a lead that was marked as coming from a referral converts into a client:
1. The **referring client** gets an immediate flat bonus (the "Referrer bonus points" you
configured).
2. The **new client** gets their very first points-earning event multiplied (the "Referee
first-earn multiplier") — e.g. if they earn 50 points from their first paid invoice with a 2x
multiplier configured, they actually receive 100.
Both sides are optional and independent — you can reward just the referrer, just the referee,
both, or neither.
## Members — the leaderboard [#members--the-leaderboard]
**Loyalty → Members** lists every client enrolled in the program, most valuable first by default.
Use it to spot your most loyal clients or to check where a particular client's tier stands.
* **Filter by tier** using the buttons at the top (All, Platinum, Gold, Silver, Bronze).
* **Sort** by clicking the **Balance**, **Lifetime points**, or **Last activity** column headers.
* Each row shows the client's current **tier**, redeemable **balance**, **lifetime points**,
how many people they've **referred**, and when they were last active.
* **Click any row** to jump straight to that client's record with their **Loyalty** tab open.
## Transactions — the audit log [#transactions--the-audit-log]
**Loyalty → Transactions** is a running log of every point movement across the whole
organization — every earn, redemption, manual adjustment, and expiry, in one place. Use it to
answer "why does this client have this many points" or to audit a staff member's manual
adjustments.
* **Search** by client name.
* **Filter** by transaction kind (Earn, Redeem, Adjust, Expiry), by which staff member made a
manual change, and by a date range.
* Each row shows the date, client, kind, point amount, and the reason recorded for the change
(e.g. "Earned from completed visit", "Referral bonus: referred a new client").
## Analytics — program health [#analytics--program-health]
**Loyalty → Analytics** is a dashboard for judging whether the program is working, over a 30- or
90-day window (toggle at the top right):
* **KPI tiles** — referral conversions and total bonus points paid out from referrals, points
expiring in the next 7 and 30 days (so you can plan ahead if you want to nudge clients to redeem
before their points age out), and total enrolled members.
* **Points trend** — a daily bar chart of points earned vs. redeemed, so you can see whether the
program is net-accumulating or net-draining points over time.
* **Tier distribution** — how many members sit in each tier, at a glance.
* **Top earners** / **Top redeemers** — your ten most valuable and ten most active-spending
members, useful for spotting who to feature in a VIP or ambassador program.
## Turning the module off [#turning-the-module-off]
Disabling **Loyalty** under **Organization → Settings → Modules** hides the sidebar section and
blocks the API for everyone, but keeps all program configuration, memberships, and transaction
history intact. Re-enabling brings everything back exactly as it was — no balances or history are
lost while the module is off.
# Modules (/en/docs/clinic-admin/modules)
# Modules [#modules]
MediSync is modular. Instead of paying for every feature whether you use
it or not, you enable just the ones your clinic needs. Each module groups
related pages, workflows, and permissions.
## Available modules [#available-modules]
| Module | What it enables |
| ------------------ | --------------------------------------------------------- |
| **Appointments** | Calendar, booking workflow, reminders, no-shows |
| **Client records** | Client profiles, medical history, notes (always on) |
| **Inventory** | Stock tracking, consumables, low-stock alerts |
| **Billing** | Invoices, payments, insurance claims |
| **File storage** | Documents library, note attachments, medical-record files |
| **Notifications** | SMS and email reminders, appointment confirmations |
| **Analytics** | Clinic-wide metrics beyond the always-on summary |
> **Client records** is always on — you can't run a clinic without it.
### File storage module — what gets gated [#file-storage-module--what-gets-gated]
Turning **File storage** off hides every surface that creates or opens files:
* The **Documents** page disappears from the sidebar.
* The paperclip button on clinical notes is hidden — staff can still
create and edit notes, just without attachments.
* The **Attach files** button on the medical history dialog is hidden.
* Existing attachments remain visible and removable everywhere, so
disabling doesn't orphan the history you already captured.
Re-enabling brings every surface back untouched — no data is lost.
### Storage cap [#storage-cap]
Platform admins can set a size cap per organization (e.g. 10 GB for a
small clinic, 1 TB for a hospital). You'll see the current usage on the
Documents page as "3.2 GB of 10 GB used". When you're near the cap, the
Upload button disables and explains why — the fix is either archiving
files you no longer need or asking your platform contact to raise the
cap. See [Entity limits](/docs/clinic-admin/staff-roles) for how
platform admins configure this.
## Turn a module on [#turn-a-module-on]
1. Open **Modules** from the **Administration** section of the sidebar.
2. Each module is a card with a toggle. Click the toggle to enable.
3. Read the confirmation dialog. It tells you:
* What permissions will be granted to existing roles.
* Any pricing impact (some modules add to your monthly bill — see the
**Add-ons** column on your plan).
* The data that will be created (empty categories, default settings).
4. Click **Enable**.
Within a few seconds the module's pages appear in the sidebar of every
signed-in staff member.
## Turn a module off [#turn-a-module-off]
Disabling a module hides its pages but doesn't delete data. You can
re-enable later and everything reappears.
1. Open **Modules** from the **Administration** section of the sidebar.
2. Click the toggle on an enabled module.
3. The confirmation explains what will happen. Read it carefully — some
modules have dependencies (e.g. disabling **Appointments** also hides
appointment-related analytics).
4. Click **Disable**.
## Module settings [#module-settings]
Some modules have their own settings drawer. Click the gear icon on the
module card to open it. Examples:
* **Appointments** — default slot duration, how far ahead clients can
book, cancellation window.
* **Notifications** — which events trigger which message.
* **Billing** — invoice number format, VAT/tax defaults.
***
**In-app help:** `modules_admin_modules`, `modules_org_modules`,
`modules_json_editor`.
# Organization setup (/en/docs/clinic-admin/organization-setup)
# Set up your organization [#set-up-your-organization]
From the admin dashboard, open **Organization → Settings**. The screen is
split into three tabs: **General**, **Branding**, and **Contact**.
## General [#general]
* **Name.** The public name of your clinic as it appears on invoices, the
client portal, and emails. Keep it short — it's used in page titles.
* **Slug.** A short, unique identifier used in URLs and API calls. Use
lowercase letters, numbers, and hyphens only. Changing the slug later
breaks bookmarks and integrations — choose carefully.
* **Timezone.** Used for appointment scheduling and billing periods. Set
this before anyone books an appointment.
* **Default language.** Either English or Arabic. Staff can override on a
per-user basis; client-facing emails use this default unless the client
has their own preference.
* **Opening hours.** One row per weekday. Switch a day off to mark it
closed, or set an opening and closing time. Closing time must be later
than opening time on the same day — overnight hours aren't supported, so
a clinic open past midnight should record the day it opens.
Click **Save**. Changes take effect immediately.
### Currency display [#currency-display]
Amounts follow whichever language you're viewing the app in — the same
number, just written differently. In Arabic, an Egyptian pound amount appears
as `1,234.50 ج.م.` with the symbol after the number; in English the same
amount appears as `EGP 1,234.50`. Switching your language only changes how an
amount is displayed — the amount itself, the currency, and anything you type
into a price field are unaffected.
## Branding [#branding]
* **Logo.** Upload a square PNG or SVG at least 256 × 256 px. Appears on
client-facing pages, emails, and in the top-left of every staff screen.
* **Primary colour.** Used for buttons and highlights in the client
portal. Pick a colour with sufficient contrast against white and black.
* **Email header.** A wider banner (up to 1200 × 300 px) shown at the top
of transactional emails. Optional — defaults to your logo on a neutral
background.
## Contact [#contact]
* **Address.** Full physical address. Shown on invoices and on the
client-portal "About your clinic" section.
* **Phone.** Public phone number for client enquiries.
* **Support email.** Where clients reply when they ask questions. If your
clinic uses a ticketing system, point it there.
## Deleting or pausing the organization [#deleting-or-pausing-the-organization]
A clinic admin can't delete the organization from this UI — this is a
safety measure. If you need to close your clinic's account, raise a
request with [MediSync support](/en/docs/reference/contact-support).
Pausing (suspension) temporarily freezes the account without deleting
data. Your super-admin or MediSync support can do this for you.
***
**In-app help:** `org_settings`, `org_bootstrap_slug_setup`,
`settings_org_slug`.
# Quotations (/en/docs/clinic-admin/quotations)
# Quotations [#quotations]
The **Organization → Quotes** page is where your team prepares a priced
proposal for a client or payer, sends it as a secure link, and turns an
accepted quote into a billable sales order. Quotes are gated by the
**Quotes** module — enable it under **Organization → Settings → Modules**
if you don't see the menu item.
## Browsing the quotes list [#browsing-the-quotes-list]
The list page works just like the **Clients** page, so the toolbar will feel
familiar:
* **Search** the number, recipient, or title from the box on the left; results
update as you type.
* **Views** — switch between **Cards**, **Table**, and **Grid** with the toggle
on the right. Table view supports drag-to-reorder, show/hide, and sortable
columns, including clickable **Client** and **Created by** columns that jump
to the client's record and the staff member who created the quote.
* **Filters** — click **Filters** to open the controls panel (it's collapsed by
default). The **Status** filter is multi-select: tick any combination of
statuses (Draft, Sent, Accepted, …) to narrow the list, and **Clear all** to
reset.
* **Refresh** re-pulls the list and shows when it was last updated.
### Acting on several quotes at once [#acting-on-several-quotes-at-once]
Tick the checkboxes on one or more rows and a floating action bar appears (drag
it anywhere on screen by its handle). From there you can:
* **Switch scope** between **This page** and **All pages** — "All pages" selects
every quote matching your current filters, even ones not yet loaded, with
**Select all** confirming the full count.
* **Update status** — pick a lifecycle action (Send, Accept, Decline, …) to
apply to every selected quote. Quotes that can't make that move from their
current status are skipped and reported.
* **Delete** — soft-deletes the selected quotes. Only drafts and closed quotes
can be deleted; in-flight ones are skipped and reported.
## Creating a quote [#creating-a-quote]
Click **New quote** to open the authoring page. It collects everything a
proposal needs:
* **Authoring language** — toggle **EN / AR** at the top. Every translatable
field below (the title and each line description) is stored per language,
so you can write the quote once in English, switch to Arabic, and add the
translation without losing what you typed. Arabic inputs render right-to-left.
* **Title** — the heading the recipient sees.
* **Client** — search and link the client the quote is for. The
link carries through to the sales order on conversion.
* **Attending doctor** — optional; recorded on the quote for reference.
* **Recipient name / email** — optional, for a quote addressed to someone who
isn't a registered client.
* **Template** — pick a layout (see [Templates](#templates)). Selecting one
reveals the custom fields the template defines, each with its placeholder,
help text, and unit; **required** fields are marked with a `*` and must be
filled before you can create the quote, and any default values are prefilled.
* **Line items** — see below; a running subtotal is shown.
* **Currency** — defaults to USD; a catalog pick sets it from the item.
* **Valid until** — optional expiry date for the quote.
Switch to the **Preview** tab at the top to see the quote rendered with your
chosen template and current data before you create it.
### Catalog-backed line items [#catalog-backed-line-items]
Each line can be typed by hand **or** filled from your catalog. Use the
**Search catalog** box, then open a line's dropdown to pick an active
**Service** or **Product**. The pick fills the description, unit price, and
tax rate, and binds the line to that catalog item — which is what later lets
the quote convert into a sales order. Choose **Custom line** to type a free
description and price instead. Add as many lines as you need with **Add line**;
totals, tax, and any client/insurer split are computed by the server.
## Sending and sharing [#sending-and-sharing]
* **Send** issues the quote: it gets a permanent quote number, an immutable
version snapshot is frozen, and a PDF is queued.
* **Share** mints a secure, single-use link (`/q/…`) and copies it to your
clipboard. The link is backed by a hashed token, can carry an optional
password, and expires. The recipient sees a clean, branded view with no
internal data and can **accept** or **decline** from there.
## Duplicating [#duplicating]
Any quote — in any status — has a **Duplicate** action. It clones the title,
recipient, template, field values, currency, and every line item into a brand
new **draft** that starts its own lifecycle (no number, no share links). Handy
for recurring proposals or for revising a sent quote without disturbing the
original. The copy's title is suffixed with “(copy)”.
## Converting to a sales order [#converting-to-a-sales-order]
Once a quote is **Accepted**, a **Convert** action appears. Converting:
1. Creates a draft **sales order** from the quote's catalog-bound lines.
2. Records the link back on the quote and moves it to **Converted**.
Pick the **branch** the order belongs to. Only lines bound to a Service or
Product transfer — a sales-order line must reference a catalog item — so any
custom, free-text lines are listed as “won't transfer”. Re-add those from the
catalog first if you need them on the order. Confirming the resulting sales
order (in **Products & Services → Sales orders**) opens the invoice and posts
its line items, so conversion is also the start of the billing trail.
> **Appointments:** a quote does not auto-book a visit — scheduling needs a
> procedure, a slot, and resources a quote doesn't carry. Book the appointment
> in the calendar and link it from the order if needed.
## Templates [#templates]
Open **Quotes → Templates** to manage layouts. System templates ship
read-only; **Fork** one to get an editable copy, or **New template** to start
your own. Creating or editing a template opens a dedicated **editor page** with:
* **Form fields** — the inputs an author fills when using the template. Each
field has a **key**, a **type** (text, number, currency, date, a **select**
with options, a **repeater**, or a **computed** total), a bilingual
**label**, a **placeholder**, **help text**, a **suffix** (a unit such as
`%` or `kg`), a **default value**, and a **required** flag. The new-quote
form renders all of these, and required fields block creation until filled.
* A **repeater** field is a list of rows the author adds (like the legacy
"services" field). Define the row **columns** (each a key + type +
label; `select` columns get their own options) and the add-row button
label. On a quote the author clicks **Add row** to enter as many rows as
needed, and the template body renders them as a table.
* **Select options can carry a price.** A **computed** field is read-only on
the quote and live-sums every selected option's price plus each repeater's
number columns — the auto-calculated total from the legacy template. Give
your option dropdowns prices and add a computed field for a running total.
Set the computed field's **base currency** and point it at the dropdown
that holds the **total currency**; the total is then converted live using
daily exchange rates (refreshed by a background job from an FX provider and
stored in the database), so picking a different total currency reprices it.
* **Every label is translatable.** Use the **EN / AR** toggle at the top of
the field builder to author each field's label, placeholder, help text,
suffix, option labels, and column labels per language; the quote form shows
them in the author's chosen language.
* **Body** — built two ways via the **Builder** / **HTML** tabs:
* **Builder** (drag and drop): drag blocks from the palette into the canvas —
**Quote header**, **Recipient**, **Heading**, **Text**, **Field value**,
**Line items**, **Totals**, **Divider**, **Spacer** — or click one to
append it. Drag the grip on a block to reorder, and use its inline settings
(e.g. heading level, which form field to show). The document regenerates as
you go.
* **HTML**: the generated Handlebars, editable directly for advanced layouts.
Helpers: `{{t … locale}}`, `{{money cents currency}}`, `{{date …}}`,
`{{bps …}}`; field values render via `{{fieldValues.key}}`. Output is
sanitized.
* **Preview**: the body rendered with sample data — including a sample
computed total — so you can check the layout as you edit (no save needed).
Your block layout is saved with the template, so re-opening it returns you to
the builder. Use **Preview** on the list to render a template with sample data
before using it on a real quote.
# Set up your clinic to take bookings (/en/docs/clinic-admin/set-up-booking)
# Set up your clinic to take bookings [#set-up-your-clinic-to-take-bookings]
Before you can book an appointment, your clinic needs four core things: **a resource to book** (a doctor, nurse, room, or equipment), **working hours** for that resource, **a procedure template** (a description of what you're booking for), and **a client** to book the appointment for.
This guide walks through each of these in order. As you set them up, the "Set up booking" panel in the booking wizard will check them off and tell you what's still missing.
## 1. Add a resource to book [#1-add-a-resource-to-book]
Open **Core → Resources** and create your first resource:
1. If you haven't already, pick a **branch** from the sidebar — every resource belongs to one branch.
2. Click **Add resource** and choose a kind:
* **Doctor** — a physician
* **Staff** — a nurse, technician, anesthetist, interpreter, or chaperone
* **Room** — a consultation room or operating theatre
* **Equipment** — a medical device or other schedulable equipment
3. Fill in the form. Every resource needs a **name** (e.g., "Dr. Adel" or "Surgery Room 1") and a **concurrency limit** (how many appointments it can hold at once — usually 1).
4. If you're adding a Doctor or Staff member, you must link them to a **team member** in your organization. This connects the bookable resource to the real person who will see the appointment.
Once you've created your first resource, the "Set up booking" panel will move to the next step.
## 2. Set working hours [#2-set-working-hours]
Now that your resource exists, you need to tell the system **when it's available for bookings**.
Go back to **Core → Resources** and find the resource you just created. Click on it to open its detail view, then use the **Schedule** section to add recurring working hours:
1. Click **Add working hours**.
2. Pick the **days of the week** the resource works (e.g., Monday–Friday).
3. Set the **start and end times** for each day (e.g., 9am–5pm).
4. If the resource takes a break (e.g., lunch from 1pm–2pm), add a separate time slot for the afternoon (e.g., 2pm–5pm) and add a second "Break" or "Lunch" schedule line.
The booking engine uses these schedules to find available slots. A resource with no working hours is never offered as an option, even if everything else is set up.
You can have different schedules for different date ranges (e.g., summer hours from June to August), and you can add time-off entries to block specific dates when the resource is unavailable.
Once you've added working hours, the panel moves to the next step.
## 3. Add a procedure [#3-add-a-procedure]
Now you need to describe **what you're booking for**.
Open **Core → Procedure templates** and create your first procedure template:
1. Click **Add procedure**.
2. Give it a **name** (e.g., "General Consultation", "Surgery", "Checkup").
3. Set the **duration** the procedure takes (e.g., 30 minutes, 1 hour).
4. Click **Create**.
Once you've created a procedure template, the panel moves to the next step.
## 4. Say what the procedure needs [#4-say-what-the-procedure-needs]
Each procedure template needs to declare **which resources it requires**. For example, a "General Consultation" might need a Doctor and a Room, while a "Dental Cleaning" might need a Dentist (Doctor specializing in dentistry) and a Dental Chair (Equipment).
Open your procedure template and add **requirements**:
1. Click **Add requirement**.
2. Choose the resource **kind** (Doctor, Staff, Room, or Equipment).
3. If the kind is Doctor or Staff, you can optionally add **attributes** to narrow which ones match — for example, "specialty: Cardiology" to match only cardiologists, or "languages: Spanish" for staff who speak Spanish.
4. Set the **primary role** checkbox if this is the main resource for the procedure (e.g., the Doctor is usually primary for a consultation).
5. Click **Add**.
Repeat for each role the procedure needs. If a procedure has no requirements, the booking engine has no way to match a booking to resources, so it cannot offer any slots.
Once your procedure has at least one requirement, the panel checks the next step.
## 5. Match the procedure to your resources [#5-match-the-procedure-to-your-resources]
The booking engine now checks: **"Can we actually fill all the roles this procedure asks for?"**
For example, if your procedure requires a "Cardiologist" and you have a doctor named "Dr. Ahmed" who is a General Practitioner, there's a mismatch — the procedure will never be bookable because no available resource matches the requirement.
To fix this:
* **Option A:** Edit the **procedure** and relax the requirement. Remove the "specialty: Cardiology" filter if you don't actually need a specialist.
* **Option B:** Add a **resource** that matches the requirement. Hire or link a cardiologist doctor, then edit their profile to add the "Cardiology" specialty.
The "Set up booking" panel will tell you exactly what role is missing and which procedure has the problem, so you can make the right fix.
Once all your procedure requirements can be filled by your resources, you're almost ready.
## 6. Add a client [#6-add-a-client]
The last required step is to add at least one **client** (person) to book an appointment for:
1. Go to **Clients**.
2. Click **Add client**.
3. Fill in their **name, phone, email**, and any other fields your clinic requires.
4. Click **Create**.
Once you've added a client, your clinic is ready to book.
## Optional: Set up booking shifts [#optional-set-up-booking-shifts]
Booking shifts are **only needed if you use walk-in token queues** — that is, if clients can show up and be assigned a time slot on the spot, rather than booking a fixed appointment in advance.
If you do use walk-in queues:
1. Open **Appointments → Booking Shifts**.
2. Click **Add shift** and set the **start and end time** for the shift.
3. Click **Create**.
Appointments booked into shifts are different from appointments booked into fixed time slots — they're a separate booking mode. If your clinic only takes fixed appointments, you can skip this step entirely and your clinic will still be fully ready to book.
A shift that has already ended is not counted as active. The booking engine only looks at shifts that end at the current time or later.
***
Once all the required steps are complete, the "Set up booking" panel disappears — the booking wizard itself is always usable, even before setup is finished, so you can keep working through it top-down at any point. You're ready to book your first appointment!
# SMS providers and fallback (/en/docs/clinic-admin/sms-providers)
# SMS providers and fallback [#sms-providers-and-fallback]
MediSync sends SMS through **providers** (carriers such as Twilio, Vonage, or SMS Misr).
You can use the ones MediSync provides, connect your own account, or mix both — and you
can tell MediSync which providers to try, in which order, for each country you message.
SMS is a paid module. Turn it on in **Settings → Modules** first. You are billed per
message *segment*, not per message — a long message is split into several segments by the
carrier and costs more.
## Do I need to do anything? [#do-i-need-to-do-anything]
No. If you leave this alone, MediSync sends your appointment reminders through its own
providers and bills you per segment. Everything below is optional.
You would set up your own provider if you want to:
* **Use your own carrier contract** — you may have negotiated cheaper rates.
* **Send from your clinic's name** instead of a shared number (a "sender ID").
* **Use a local carrier**, which is usually cheaper and more reliable for numbers in your
own country.
## Adding your own provider [#adding-your-own-provider]
Go to **Settings → SMS → Providers** and choose **Add provider**.
Pick your provider from the list and fill in the credentials it asks for. The form changes
per provider — Twilio wants an Account SID and Auth Token, Vonage an API key and secret,
and so on. You will find these in your provider's own dashboard.
Then press **Test connection**. This checks your credentials with the provider without
sending anything. If it fails, the error from the provider is shown so you can see exactly
what is wrong.
Finally, **Send test message** sends a real SMS to a number you choose, so you can confirm
it arrives and looks right. Test messages are **not billed** to your usage allowance.
Your credentials are encrypted and are **never shown again** after you save them — not to
you, not to MediSync staff. You will only see the last four characters, like `••••9876`.
If you lose them, get new ones from your provider and paste them in again.
Editing a provider without retyping the secret is safe: leaving the field blank keeps the
saved value.
## Fallback: what happens when a provider fails [#fallback-what-happens-when-a-provider-fails]
A **chain** is the list of providers MediSync tries for one country, in order.
If the first provider fails — it is down, it rejects the message, or it simply does not
answer — MediSync automatically tries the next one. Your patient still gets their reminder.
Set this up in **Settings → SMS → Routing**:
1. Choose a country (or **Any country**, which is used when a country has no chain of its
own).
2. Add the providers you want, and use the ▲ ▼ arrows to put them in the order you want
them tried.
3. Optionally set a **sender ID** per provider for that country — many countries require a
sender name to be registered with the carrier in advance.
A typical Egyptian clinic sets Egypt to *SMS Misr, then Twilio*: the local carrier is
cheaper, and Twilio is there so nothing is ever lost if SMS Misr has a bad day.
### When your providers all fail [#when-your-providers-all-fail]
By default, if every provider in your chain fails, MediSync falls back to **its own**
providers so the message still gets through. You are billed for it as normal.
If you would rather a message simply fail than go out through a carrier you did not choose,
turn off **Fall back to MediSync providers** in **Settings → SMS**.
### When a provider is failing repeatedly [#when-a-provider-is-failing-repeatedly]
If a provider keeps failing, MediSync **stops trying it for a while** instead of making
every message wait for it to time out. It is retried automatically once it has had time to
recover. You will see it marked as *Paused* in the providers list, with the time it will be
tried again.
Some failures pause a provider immediately, because retrying cannot help: a **wrong API key**
will not start working, and an **empty balance** will not refill itself. Both show a clear
reason in the list.
## What is *not* retried [#what-is-not-retried]
Some failures are the **number's** fault, not the provider's, so MediSync does not try
another carrier — it would fail in exactly the same way and cost you money:
* The number is **not a valid mobile number**.
* The person has **replied STOP** and opted out. MediSync will not message them through
another carrier; doing so would breach the rules you both agreed to.
These appear in the log as failed, with the reason.
## The message log [#the-message-log]
**Settings → SMS → Log** shows every message, newest first: who it went to, whether it was
delivered, which provider carried it, and what it cost.
Open a message to see its full history — including any providers that were tried and
failed:
> Twilio — rejected (500 server error)
> Vonage — accepted → **delivered**
This is the first place to look when someone says a patient did not get their reminder.
### "Delivered" vs "Sent" [#delivered-vs-sent]
* **Sent** — the provider accepted the message.
* **Delivered** — the carrier confirmed it reached the phone.
Not every provider reports delivery back to us. Messages sent through **AWS SNS** stay at
*Sent* forever — SNS does not tell us what happened afterwards. That is normal and does not
mean the message failed.
If a carrier tells us a message it accepted was **not** delivered, MediSync automatically
tries the next provider in your chain.
### Message text is removed after 90 days [#message-text-is-removed-after-90-days]
The **text** of each message is deleted after 90 days and shown as *redacted*, because it
usually contains patient details. Everything else — when it was sent, whether it arrived,
which provider, and what it cost — is kept, so your records and invoices stay complete.
## Spend [#spend]
**Settings → SMS → Spend** shows the last 30 days: how many messages were sent and
delivered, how many segments they used, and what they cost.
The cost shown here is what the **carriers** charged, which can be slightly more than what
you are billed — some providers charge for a message even when they reject it. Your invoice
only ever counts messages that were actually sent.
## Running out of allowance [#running-out-of-allowance]
Your plan includes a number of message segments per month. By default, if you go over,
**messages keep sending** and the extra is added to your invoice — we would rather your
patients get their reminders than have them silently stop.
If you would rather sending **stop** when you hit your limit, turn on **Enforce hard cap**
in **Settings → SMS**.
# Staff & roles (/en/docs/clinic-admin/staff-roles)
# Staff & roles [#staff--roles]
MediSync's permissions are role-based. You invite a person by email, pick
their role, and the role grants them a pre-defined set of permissions.
Admins can also tweak individual permissions when the defaults don't fit.
## Default roles [#default-roles]
| Role | Typical user | Can do |
| ---------------- | ------------------------------- | ------------------------------------------------------ |
| **Admin** | Clinic owner / practice manager | Everything on this page, billing, modules |
| **Receptionist** | Front-desk | Book appointments, add/edit clients, check-in |
| **Practitioner** | Doctor, nurse, therapist | See their schedule, write notes, view their clients |
| **Accountant** | Finance | View invoices, record payments; no client medical data |
| **Read-only** | Auditor, shadowing staff | View everything assigned; cannot edit |
## Invite a teammate [#invite-a-teammate]
1. Open **Organization → Staff**.
2. Click **Invite teammate**.
3. Enter their email, pick a role, and optionally add a message.
4. Click **Send invitation**. MediSync emails the person with a link valid
for seven days.
They'll walk through the [accept invitation](/en/docs/getting-started/accept-invite)
flow when they click the link.
## Resend or cancel an invitation [#resend-or-cancel-an-invitation]
Pending invitations show on **Organization → Staff → Pending**.
* **Resend** — sends a new email with a fresh link (the old one stops
working).
* **Cancel** — invalidates the invitation. The person can't accept after
this.
## Change a role [#change-a-role]
1. Open **Organization → Staff → Active**.
2. Click the teammate's row.
3. In the drawer that opens, change **Role**.
4. Save.
Role changes take effect immediately. The person may need to refresh their
browser to see new pages or lose access to old ones.
## Remove a teammate [#remove-a-teammate]
1. Open **Organization → Staff → Active**.
2. Click the row → **Remove from organization**.
3. Confirm. The person is signed out everywhere; their notes and other
records stay, attributed to their name.
## Permissions beyond roles [#permissions-beyond-roles]
Some features have per-person toggles that override the role default. For
example, a receptionist can be granted access to **Analytics** without
becoming an admin. Open the teammate drawer and scroll to **Permissions**
to see available overrides.
### Add, edit and delete are separate toggles [#add-edit-and-delete-are-separate-toggles]
Several areas split their permission into individual actions instead of one
all-or-nothing switch, so you can hand out exactly as much as someone needs:
| Area | Separate toggles |
| -------------------------------------------------- | ----------------------------- |
| **Bookable resources** (doctors, rooms, equipment) | Add · Edit · Retire |
| **Procedure templates** | Create · Edit · Delete |
| **Branches** | Create · Edit · Archive |
| **Note templates** | View · Create · Edit · Delete |
| **Booking shifts** | Open · Edit · Close |
A common use: give a senior receptionist **Add** and **Edit** on bookable
resources but not **Retire**, so they can keep the booking catalogue current
without being able to pull a doctor out of the schedule.
Each area also keeps a single **full control** toggle. Granting that is the
same as ticking every action for the area, and it stays ticked on roles that
already had it — you only need the individual toggles when you want to hold
something back.
***
**In-app help:** no dedicated in-app article yet for staff management.
# Get alerted before stock expires (/en/docs/clinic-admin/stock-expiry-alerts)
# Get alerted before stock expires [#get-alerted-before-stock-expires]
If you track batches or lots for your clinic's stock (vaccines, reagents, medications — anything
with an expiry date), you can set up an automation rule that alerts someone automatically as a
batch approaches its expiry date, instead of relying on staff to notice it on a shelf check.
> This needs both the **Products & Services** module (for stock tracking) and the **Automations**
> module active. Enable them under **Organization → Settings → Modules** if you don't see
> **Automations** in the sidebar — see [Modules](/docs/clinic-admin/modules).
## How it works [#how-it-works]
Every night, MediSync checks every batch of stock across your branches for its expiry date. Any
automation rule you've built for **"Material expiring"** re-checks its condition against that
batch and fires if it matches — so the alert always reflects the batch's up-to-date days-until-expiry,
not a value that was true when you first received the stock.
## Create the rule [#create-the-rule]
1. Go to **Automations** in the sidebar and click **New rule**.
2. Under **Trigger**, choose **Material expiring**.
3. Add a condition: **Days until expiry** — **less than or equal** — and the number of days'
warning you want (e.g. `30` for a month's notice). This is the "how soon is soon enough to tell
me" setting — without a condition here, you'd hear about every tracked batch expiring within a
year, which is rarely what you want.
4. Add an action for what should happen when the condition matches — most clinics start with
**Notify the owner**, which puts an alert in the owner's in-app notifications. You can also add
**Send email**, **Send SMS**, or **Send WhatsApp message** (each needs its own module active) to
reach someone faster — see [WhatsApp messages from automation
rules](/docs/clinic-admin/automation-messaging-providers) if you want WhatsApp alerts to come
from your own number.
5. Name the rule (e.g. "Expiring stock — 30 day warning") and save it. New rules save as **enabled**
— toggle a rule off from the rules list any time without deleting it.
You can build more than one rule if different warning windows should go to different people — for
example, a 60-day heads-up to the person who reorders stock, and a 7-day urgent alert to the
clinic owner.
## What you'll see [#what-youll-see]
* Each alert names the specific product, lot number, and branch it's about, along with how many
days remain until expiry.
* A batch that's already inside your warning window when you first create the rule is picked up on
the very next nightly check — you don't need to wait for stock levels to change.
* You won't get the same alert twice in one day, even if a batch matches more than one of your
rules' checks that night — but a batch that still matches the next day will alert again, so an
expiring batch keeps surfacing until it's used up, discarded, or its stock record is updated.
* Check **Automations → Runs** to see every time a rule has fired, whether the notification went
out successfully, and to re-run one that failed.
## Recording batches with expiry dates [#recording-batches-with-expiry-dates]
Expiry alerts only work for stock you've recorded with a lot number and expiry date when receiving
it — plain stock adjustments with no expiry date won't be picked up. See your **Products &
Services** stock-receiving workflow for how to attach lot/expiry details when stock comes in.
# Suppliers (/en/docs/clinic-admin/suppliers)
# Suppliers [#suppliers]
The **Organization → Products & Services → Suppliers** page is your clinic's vendor directory: the companies you raise purchase orders against. It's a full data table with the same tools as the Clients list.
> The page is only visible when the **Products & Services** module is active and your role can view suppliers.
## Finding suppliers [#finding-suppliers]
* **Search** — type in the search box to match a supplier's name, contact person, or email.
* **Filters** — open **Filters** to narrow by status (Active / Inactive), whether a supplier has an email or phone on file, and a created-date range. Each filter shows a live count.
* **Sort** — use the **Sort** menu (or click a column header) to order by name, contact, email, status, or created/updated date. Click again to flip the direction.
## Customizing the table [#customizing-the-table]
* **Columns** — the **Columns** button shows or hides any column. Extra columns (address, notes, created, updated) are hidden by default.
* **Reorder** — drag a column header to move it.
* **Pin** — pin a column to the left or right from its header menu so it stays visible while scrolling.
Your column layout is remembered on this device.
## Adding & editing [#adding--editing]
* **Add supplier** — the header button opens a form for name, contact person, email, phone, address, notes, and active status.
* **Edit / Deactivate / Delete** — open a row's **⋯** menu (or right-click the row). Click a row to open its detail panel, which also has an **Edit** shortcut.
* **Deleting** — a supplier that's referenced by a purchase order can't be deleted; deactivate it instead. The app tells you when this happens.
## Bulk actions [#bulk-actions]
Tick the checkboxes to select suppliers, then use the floating bar to **Activate**, **Deactivate**, or **Delete** them together. Suppliers with purchase-order history are skipped during a bulk delete and reported back to you.
## Exporting [#exporting]
The header **Export** menu downloads the current, filtered list as **CSV** or **XLSX** — handy for sharing with finance or backing up your vendor list.
# Website builder (/en/docs/clinic-admin/website-builder)
# Website builder [#website-builder]
**Organization → Website** is your clinic's own public site, built with a
drag-and-drop editor and published to a URL your clients can share. There
is no separate CMS to log into and no plugin to install — everything lives
inside MediSync alongside your appointments, clients, and billing.
## What you can build [#what-you-can-build]
The editor groups blocks into three categories on the left side of the
canvas:
* **Layout** — Hero, Image, Spacer. Use these to set the structure and
visual rhythm of a page.
* **Clinic** — Services grid, Book appointment CTA, Staff list, Contact
form. These are wired into MediSync data — for example, the **Book
appointment** block uses your clinic's booking URL automatically.
* **Content** — Rich text. Paste in body copy, headings, and lists.
Each block has a settings panel on the right side of the canvas. Click
the block to edit its content; drag the dotted handle to reorder it.
## Creating your first page [#creating-your-first-page]
1. Open **Organization → Website**. If the Website module isn't on your
plan, you'll see a "no permission" panel — talk to your sales rep.
2. Fill in **Page title** and **Slug** at the top of the page list. The
slug becomes part of your URL (`/p/your-slug`) and can only contain
lowercase letters, numbers, and hyphens.
3. Click **Create page**. The page opens in the editor.
4. Drag blocks from the left rail onto the canvas. Save is automatic
(about once a second after you stop typing).
5. When you're happy, click **Publish** in the editor toolbar. The
page is live within seconds.
You can take a published page off the public renderer at any time with
the **Unpublish** button in the editor's top-right.
## Page list [#page-list]
The Website page shows every page you own (drafts, published, and
archived). Click a page title to open the editor. The **Archive** button
soft-deletes the page — it disappears from the public site and frees a
slot back to your plan quota. Archiving is reversible by support.
## How visitors find your site [#how-visitors-find-your-site]
There are three ways to expose a published page; they layer on top of
each other:
1. **Custom domain.** Configure a custom domain in
**Organization → Settings → Branding**. Once your DNS CNAME is
pointing at MediSync and the cert provisions, your pages live at
`https://yourclinic.com/p/`.
2. **Subdomain.** Claim a vanity subdomain in **Website → Settings**.
Your site lives at `https://yourclinic.medisync.app/p/`.
3. **Path-based.** Every published page is always reachable at
`https://medisync.app/o//p/`, even before you
set up DNS. This is the safe default — share this URL while you're
still verifying a custom domain.
The page **slug** is the same across all three URLs. The org's
**homepage** (the page where **Homepage** is toggled on in
**Page settings**) is also served at the bare domain — for example
`https://yourclinic.com/`.
## Website settings [#website-settings]
**Website → Settings** controls the site-wide configuration:
* **Subdomain** — claim a `yourclinic.medisync.app` address. Letters,
digits, hyphens only. Some names (`www`, `api`, `admin`, etc.) are
reserved.
* **Favicon URL** — the small icon shown in browser tabs. Paste a
direct URL to a 32×32 PNG or ICO.
* **Website is live** — the master switch. When this is OFF, every
page on your site returns "not found" regardless of individual
page status. Use this if you want to take the whole site down for
maintenance.
* **Custom code (head + body)** — paste tracking pixels, analytics
snippets, and other vendor-provided code here. See
[Custom code](#custom-code) below for what's allowed.
Changes save when you click **Save settings**. They take effect within
about a minute on already-cached pages.
## Custom code [#custom-code]
The **Head code** and **Body code** sections let you paste vendor
snippets that should run on every page of your site — Google Tag
Manager, Meta Pixel, GA4, custom verification meta tags, and so on.
What's allowed:
* `