This guide is for practitioners joining an existing workspace. It covers what to set up on your first day, how to find your way around, and what to do if something isn’t working as expected.

You’re joining a splose workspace that your account owner or admin has built. Your account owner or admin has set up the services, locations, templates, and billing configuration that you’ll be working with. Your job is to get familiar with how it’s configured and start using it, not to change the setup.

splose works best when the workspace is fully configured before practitioners join. In practice, some owners invite their team while setup is still in progress, so if you log in and find that something isn’t working as you’d expect, it’s more likely to be an incomplete setup step than something you’ve done wrong.

You’ll receive an email invitation from your workspace owner. Accept it promptly; invite links expire after 24 hours, so if yours has lapsed, ask your admin to resend it from Settings → Users.

Once you’re in, take a moment to check your user role in My Account. Your role determines what you can see and do in splose. As a standard practitioner, you’ll have access to your own clients, appointments, notes, forms, and invoices, but not workspace settings or other practitioners’ data by default. If your access doesn’t match what you expect for your role, speak to your account owner.

Useful resources:

Join an existing splose workspace

User roles and permissions explained

Before you can appear in the calendar or online bookings, two things need to be in place: your profile and your availability.

Go to My Account and add your details. This is what clients and colleagues will see, including your name, contact details, and email signature.

Set the days and times you’re available to see clients. Your availability controls when you appear in the calendar and, if your practice has online bookings enabled, when clients can book with you. You can set recurring weekly or fortnightly availability, one-off availability for specific dates, or custom availability for days that differ from your usual pattern.

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Set up your availability

You won’t be setting up services — your account owner has done that. But it’s worth understanding how they work, because services drive almost everything you’ll interact with day to day: what appointment types you can book, what gets invoiced, and how your calendar displays.

In splose, a service is either an appointment (client-facing, generates notifications) or a support activity (non-client-facing, such as report writing). The services assigned to your profile are the ones you’ll see when booking appointments or creating support activities.

Useful resources:

Set up services

The calendar is where most of your daily work in splose will happen. Take some time to familiarise yourself with how it’s set up before you start booking.

When you create an appointment, you’ll select a client, a service, a location, and a time. The appointment types available to you are determined by the services assigned to your profile. If you can’t see a service you expect, refer back to Step 3: Understanding Your Services.

When an appointment is booked, splose will automatically send a confirmation to the client if notifications are configured. You don’t need to do anything for this; it happens in the background. If clients aren’t receiving confirmations or reminders, let your admin know, as this is a workspace-level configuration.

If you need to block time in your calendar without creating a client appointment, use the busy time feature. This blocks the time in your calendar and in online bookings without generating a client notification.

Useful resources:

Create an appointment

Add busy time to your calendar

Everything related to a client in splose lives in their client record: demographics, appointments, progress notes, forms, letters, invoices, and any associated contacts. Getting familiar with this structure early makes everything else faster.

Telehealth and Zoom are set up by the account owner. Teams and Meets must be set up by practitioners.

You can add clients directly from the client list or from the calendar when booking. Make sure contact details and communication preferences are set correctly. These determine how appointment notifications are delivered.

If a client has a parent, carer, or other contact who should receive communications, these can be added under their profile. Only the first mobile number listed on the client or their associated contacts will receive system-generated SMS messages.

Notes are created from within an appointment. Your account owner will have set up default progress note templates. When you open a note, the relevant template should load automatically based on the service. If a template isn’t loading or doesn’t look right, let your admin know.

Useful resources:

Create an appointment

Your workspace may have standard forms, consent forms, and other clinical documents set up for you to use. These are sent to clients from within their profile or automatically via appointment templates when certain appointments are booked.

If a form isn’t appearing as expected, or fields aren’t auto-populating correctly, this is almost always a template configuration issue, something your admin can resolve from the templates settings. As a standard practitioner, you won’t have access to edit templates yourself.

If your practice uses service agreements, these are sent from within the client’s profile. Your admin will have created the template, you just need to send it to the relevant client before or at the start of their care.

Useful resources:

Set up standard form templates

Not all practitioners handle invoicing. In many practices, this is managed by a receptionist or admin. If billing is part of your role, here’s what to know.

Invoices in splose are generated from appointments or support activities. When you mark an appointment as complete and create an invoice, the service price, tax rate, and billing details are pulled from the service configuration set up by your admin.

For example, the price or tax rate is wrong; this is a service configuration issue, not something you can fix from the invoice itself. Let your admin know so they can update the service settings.

Invoices sync automatically once the integration is connected at the workspace level. If a sync isn’t working, this is an admin-level issue.

If your practice uses Medicare, NDIS, or private health insurance, billing codes need to be correctly configured against services before invoices can be claimed. If codes aren’t showing up correctly, speak to your admin.

Useful resources:

Create an appointment

Before contacting support, it’s worth checking with your account owner or admin first. The most common issues practitioners encounter, services not showing, notifications not sending, forms not loading, billing codes missing, are almost always configuration gaps that your admin can resolve quickly from the workspace settings.

If your admin has confirmed the setup is complete and something still isn’t working, the splose help centre and in-app support are your next stop.