Setting up your practice correctly is a key first step to making the most out of our platform. This guide will walk you through the various settings you can customise to tailor Therasee to your practice's needs
Accessing Your Settings
To get started, click on "Settings" in the main sidebar menu after you log in. This will take you to the main settings area, which is organised into several primary tabs: "My profile", "My settings", "Practice profile", "Practice settings", and "Users and Teams".
This article will focus on the "Practice profile", "Practice settings", and "Users and Teams" tabs.
I. Practice Profile Tab
Use the "Practice profile" tab to set up your practice's core details, branding, locations, and the services you offer. It has three sub-tabs: "General informations", "Locations", and "Services".
A. General Information
This section covers your practice's branding and basic details.
Practice Logo:
To upload your practice logo (SVG, PNG, JPG, or GIF, rec. 400x400px): Click the upload area or drag and drop your logo file, then click "Save changes".
Basic Details:
What you can update: Your "Practice name", "Practice support email", and "Practice phone number".
How to do it: Enter the relevant information in the fields and click "Save changes".
Generate URLs for practice booking and client portal:
What you can do: Set a "Unique identifier" (e.g., your practice name) which will be used to create your unique "Practice booking URL" and "Client portal URL".
How to do it: Enter your desired unique identifier and click "Save changes". You can then copy the generated URLs.
B. Locations
Manage where your sessions take place, whether online, via telephone, or at physical addresses.
Online Sessions:
What you can do: Enable or disable online video call sessions for your practice. Therasee's built-in video platform is used by default. If enabled, practitioners can also add their other preferred video platforms via their "My Settings" > "Online Settings".
How to do it: Toggle "Turn on online sessions" and click "Save changes".
Telephone Sessions:
What you can do: Enable or disable telephone sessions. You can also provide "Call instructions" (e.g., "We will call you on the number provided") that will be shared with clients, and assign this option to all or specific practitioners.
How to do it: Toggle "Turn on telephone sessions", add instructions, select practitioners, and click "Save changes".
Practice Locations (In-person):
What you can do: Add and manage physical locations for your practice.
How to do it: Click the "Add location" button. For each location, you can specify the Display name, Address, assign the practitioners who are associated with or work at that location (this helps manage their availability for bookings at this site), and determine its visibility status (e.g., 'Public' to make it visible to clients in the online booking portal, or 'Private' for locations not intended for client selection).
C. Services
Clearly define the different services your practice offers. This is a crucial step to streamline both the appointment booking process for your clients and practitioners, and to ensure accurate and efficient billing.
What you can configure for each service:
Service name: The title of the service (e.g., "Initial Consultation", "Cognitive Behavioural Therapy", "Family Therapy Session"). This should be clear and easily understandable for clients.
Price: The cost of the service. This will be used for invoicing and, if enabled, for processing payments at the time of booking.
Duration: The length of the session in minutes (e.g., 50 mins, 90 mins). This ensures the correct time slot is blocked out in the calendar.
Do you want to add Tax/VAT?: Choose "Yes" or "No" from the dropdown. If "Yes", you'll likely be able to specify the rate (ensure your main Tax/VAT settings are configured under "Practice Settings" > "Billing"). This helps in accurate financial reporting and compliance.
Assign to: Select which practitioners can provide this service (e.g., "All practitioners" or specific individuals). This is important for practices with multiple therapists who may have different specialisations or service offerings.
Calendar colour: Choose a colour to represent this service on the calendar for easy visual identification and organisation. This allows for a quick overview of scheduled service types.
Make this the default service: If checked, new appointments will automatically be linked to this service, which can save time if one service is predominantly offered.
Keep service details public: If checked, clients will see this service as an option when scheduling an appointment through the client portal. Uncheck this for internal services or those you don't want clients to book directly.
Process payments at the time of booking: If checked, payment will be collected from the client when they book this service (requires Stripe integration to be set up). This can help reduce no-shows and streamline cash flow.
How to do it:
Click the "Add service" button.
The "Add service" pop-up will appear. Fill in the "Service name", "Price", and "Duration (mins)".
Select whether to add Tax/VAT.
Choose which practitioners to "Assign to".
Pick a "Calendar colour".
Check the boxes for "Make this the default service", "Keep service details public", and "Process payments at the time of booking" as needed.
Click "Save". You can view and manage your existing services in a list. Payments and appointment durations are defined based on these service settings.
II. Practice Settings Tab
The "Practice settings" tab allows you to configure operational rules and defaults for various aspects of your practice. It has sub-tabs for "Appointments", "Notifications", "Billing", "Messaging", "Client portal", and "Subscription".
A. Appointments
Appointment editing and cancelling:
What you can do: Control client permissions for modifying or cancelling appointments. These settings help you manage your schedule and enforce your practice's cancellation policy. Options include:
Allow cancellations and modifications at any time.
Disable all appointment cancellations and modifications.
Disable cancellations and modifications within a specific time frame before the appointment.
How to do it: Select your preferred option and click "Save changes".
Timezone:
What you can do: Set the default timezone that will be used when setting up appointments for the practice.
How to do it: Select the correct timezone from the dropdown and click "Save changes".
B. Notifications
Manage default practice-level notifications sent to clients. These can often be customised when scheduling or on an individual appointment basis.
Appointment notifications:
What you can do: Choose whether to send "Appointment confirmations", "Appointment cancellations", and "Appointment modifications" via Email and/or SMS.
How to do it: Check the boxes for your preferred channels (Email, SMS) for each notification type and click "Save changes".
Appointment reminders:
What you can do: Configure up to two automated appointment reminders. For each reminder, set the timing (e.g., 24 Hours before, 2 Minutes before) and delivery method (Email and/or SMS).
How to do it: Set the number, unit (Hours/Minutes), and channels for "Reminder 1" and optionally "Reminder 2". You can also "Remove reminder". Click "Save changes".
Automatic invoice notifications:
What you can do: If you have enabled "Automatically generate invoices" under the "Billing" > "Invoice Generation" settings, this section controls whether clients are automatically notified via Email and/or SMS when those invoices are created.
How to do it: Select Email/SMS preferences and "Save changes".
Invoice reminder settings:
What you can do: Configure reminders for unpaid invoices. Set timing (e.g., 5 Days After Due date) and delivery method (Email and/or SMS). You can add multiple reminders.
How to do it: Set the number, unit, relation to due date, and channels. Click "Add reminder" for more, then "Save changes".
Client portal message notifications:
What you can do: Manage how clients are informed (Email and/or SMS) when they receive a "New client portal messages".
How to do it: Select Email/SMS preferences and "Save changes".
C. Billing
Configure payment collection, invoicing details, and tax settings.
Online payments:
What you can do: Connect your Stripe account to Therasee to collect payments online and track them.
How to do it: To connect your Stripe account, please refer to our detailed guide: Connect Therasee and Stripe to collect online payments. The "Connect or create a Stripe account" button in this section will guide you through the process outlined in the article.
Billing address:
What you can do: Set the address that will be used on your invoices (Address, Town/city, County/state, Postcode/ZIP).
How to do it: Fill in the details and click "Save changes".
Sales Tax/VAT settings (optional):
What you can do: Add Tax/VAT information if applicable, including "Tax/VAT name", "Tax/VAT percentage", and "Tax/VAT number".
How to do it: Enter the details and click "Save changes".
Invoice settings:
What you can do: Set the "Default title" for invoices, a "Default note" (which can include payment instructions), and how the due date is determined (e.g., "Due on or before appointment date", "Set due immediately", "Set due date days after issue").
How to do it: Configure these fields and click "Save changes".
Invoice Generation:
What you can do: Choose how invoices are generated:
Automatically generate invoices: An invoice is created as soon as an appointment is scheduled.
Manually generate invoices: You create invoices during or after scheduling.
How to do it: Select your preferred option and click "Save changes".
D. Messaging
Configure how incoming messages are handled and create templates for efficient communication.
Default message Settings:
What you can do: Define where first-time messages from new clients or messages that aren't yet assigned to a specific practitioner are routed. This ensures that no incoming communication is missed and can be promptly attended to by the appropriate person or team.
How to do it: From the "Choose a user or team" dropdown, select a specific user (e.g., an admin or a designated practitioner like "Sarah Adams") or a pre-defined team who will receive these initial or unassigned messages. Remember, you can only select one user or one team for this default assignment. Click "Save changes".
Message templates:
What you can do: Create pre-written message templates to quickly send common information or request multiple items from clients (e.g., intake forms, consent documents, pre-session questionnaires). This saves time and ensures consistency in your communications.
How to do it: Click the "Create message template" button. You will then be able to define the template name and content. (Further details on creating the template content would likely be in a separate guide or interface after clicking the button).
E. Client Portal
Manage access and signup options for the client portal.
Client portal settings:
What you can do: Enable or disable "Client portal access" for your entire practice.
How to do it: Toggle the switch and click "Save changes".
Client self-signups:
What you can do: Choose whether to allow clients the option to "Client self-signup" for the portal.
How to do it: Toggle the switch and click "Save changes".
III. Users and Teams Tab
If you have multiple practitioners or administrative staff in your practice, this section is crucial for managing their access and details.
Users:
What you can do:
View a list of all users in your practice, including their Name, Email, Access level (e.g., Owner, User), Status, Last login, and a link to copy their individual Booking URL.
Search for users.
Add new users to your practice, defining their details, service/location assignments, and specific permissions.
Update existing user details and permissions (likely via the three-dot menu next to each user).
How to add a new user:
Click the "Add user" button on the "Users" sub-tab. (Screenshot: "Users" sub-tab within "Users and Teams", highlighting the "Add user" button. Based on
CleanShot 2025-05-30 at 2 .31.01.png)The "Add user" pop-up will appear. You'll notice a message indicating any immediate charges and future subscription fee increases.
User details:
Enter the user's "First name", "Last name", "Email", and "Phone number".
Provide their "Professional title" (e.g., Psychotherapist).
Add services: Select which services this user will provide from the dropdown (e.g., "All services" or specific ones).
Location: Choose the locations this user is associated with (e.g., "All locations" or specific ones).
User permissions:
Show in calendar: Choose "Yes" or "No" to determine if this user should appear in the practice's public calendar.
Role: Select the high-level role: "Owner" (typically full access) or "User" (more restricted, customisable access).
Permissions Table: For a "User" role, you can fine-tune their "View access" and "Edit access" for different areas:
Clients & Contacts: (e.g., Assigned only, Everything)
Client documents & notes: (e.g., Assigned only, Everything)
Invoices & payments: (e.g., Assigned only, Everything)
Calendars & scheduling: (e.g., Own calendar only, Everything)
Practice settings: (e.g., None, View only, Everything) Use the dropdowns for each category to set the appropriate access levels.
Click the "Add" button at the bottom to save the new user.
How to manage an existing user: Find them in the list and use the options available (often a three-dot menu) to edit their profile or permissions.
Take some time to navigate through your Practice profile, Practice settings, and Users and Teams tabs in Therasee. Ensure all information is accurate and configured to best suit your practice's workflow. This initial setup will significantly enhance your experience and efficiency using Therasee.
Pro Tips:
Regularly review your settings, especially under "Practice settings" and "Users and Teams", to ensure they remain current with your practice's operations and staff.
When adding new services or locations, remember to update them here.
Utilise the unique booking URLs for easy sharing with clients or embedding on your website.
If you have any questions or need further assistance with any of these settings, please don't hesitate to contact our support team!