Day 1 — Set up the org
Sign up as the super-admin. Add your services, your home base, and any clinic/school locations you regularly work from. Configure your team's weekly hours pattern (it shows on Insights as the denominator for utilisation).
Day 2 — Invite the team
Send invitations from Settings → Organisation. Pick roles thoughtfully: admin for whoever does the triage and scheduling, therapist for everyone else. Set each therapist's discipline so admit dialogs filter the picker correctly.
Day 3 — Migrate clients
- Have admins add clients in batches; assign service + therapist + frequency at admit time.
- Use the Pause status for clients on hold — keeps the record but keeps the active caseload clean.
- Don't worry about getting historical sessions in. Start clean from your launch date.
Day 4 — Map out routine
Have each therapist set up their recurring sessions for the next four weeks. Recurring patterns mean each therapist enters the basics once and the schedule expands automatically.
Day 5 — Switch on the public referral form
Grab the referral URL from Settings → Organisation and send it to your top three referral sources. New referrals now go straight to the Waitlist — admins triage from there.
Day 6 & 7 — Watch and adjust
Spend the weekend reviewing the team's week on Insights. You'll see which therapists are over capacity, which days are thin, where the bottlenecks are. Use the next week to rebalance.