Initial clinic setup

A little setup up front makes everything else run smoothly. This guide covers the essentials to configure before you start seeing patients. You'll do most of this in Settings, which is available to Owners and Administrators.

1. Clinic details

Open Settings → General and set:

• Clinic name, contact details and logo — these appear on receipts and printed documents.
• Currency and locale — your clinic's own currency symbol and number format. Patient invoices, receipts and payments all use this; nothing is hardcoded, so a clinic in Nairobi and one in Dubai each see their own formatting.
• Tax rate — used where tax applies.
• Print format — full A4 or narrow thermal (till-roll) receipts, depending on your printer.
• Invoice and receipt prefixes — for example RCP-, which produces gap-free numbers like RCP-00001.

2. Branches

If you run more than one location, add each under Settings → Branches & Chairs. Each branch keeps its own dental chairs, staff schedules, availability and inventory levels. Single-location clinics simply use the one main branch created at signup.

3. Dental chairs

CuspFlow tracks chairs rather than rooms, so staff always know which seats are free. Add your chairs per branch (name and optional room). Chairs can be marked active or inactive; inactive chairs are hidden from selectors but never deleted, so historical assignments stay intact. See Branches & dental chairs for detail.

4. Staff

Add your team under HR. A staff member has two parts:

• A staff record — their HR profile (name, role, salary, qualifications). This can exist on its own.
• A login — granting system access sends an email invitation. A person can have a full HR record long before (or without) being given a login.

Assign each person a role, which controls what they can see and do. See Staff management for the full workflow.

5. Staff schedules

Set each staff member's weekly working hours per branch under HR → Staff Schedules. These hours drive appointment availability, so the booking form only offers slots when a doctor is actually working.

Next steps

• Bring your existing records in with data migration.
• Build your price catalog of billable procedures and prescriptions.
• Review your subscription plan.