Welcome to Splose! This guide is designed to get you familiarised with your workspace. As a practice manager, it's highly likely that you will be providing initial support and training for practitioners and admin users, as well as setting up workspace preferences.

While the possibilities are endless for what you can do in Splose - this guide will cover the basics of getting started. It’s recommended to explore our support centre or send us a message via chat if you have any questions.

This help guide will cover:

  • Set up services

  • Set up locations

  • Invite members to your workspace

  • Update your personal details

  • Secure your account with 2-factor authentication (2FA)

  • Set up email templates

  • Set up form templates

  • Set up communication templates

  • Set up invoice and payment settings

  • Set up online bookings

Set up your services

Set up services that your business provides in Settings > Services. Services determine the face-to-face appointments and non-face-to-face activities that can be scheduled on the calendar and invoiced as billable items. You can set up your service fees, tax rates, reminders, default progress note templates and more.

Set up locations

Your first location is set up for you when you join. Click on the location in Settings > Locations and add the location name, business number, email, address, timezone, services provided and update online booking settings. You can add multiple locations and update the details at any time.

Invite members to your workspace

Invite all of your practitioners and admins to your workspace members. When you invite members, you must assign a security role type. There are roles for receptionist, practitioner, practitioner admin, practice manager and accountant. Each role determines the level of user access and permissions.

You can deactivate a member or change a member's assigned role at any time.

Update your personal account information

Update your personal details, timezone and see your account role.

These details are helpful for other members in your workspace.

Set up two-factor authentication (2FA)

You can provide greater protection for your account by enabling two-factor authentication and using an authentication app like Google Authenticator. Two-factor adds an additional security step when logging in to your account.

All active members will need to enable two-factor authentication if your workplace uses the Xero integration.

Set up online form templates

You can automate client onboarding by collecting client details ahead of an appointment. Set up form templates and send them out automatically using communication templates, or send once-off intake forms from the client details page.

When a client submits a form, all personal details provided will automatically pre-populate the client details page - so there is no double handling of information!

Customise your online forms with your own branding colours and logo. Use the drag-and-drop builder to design your form templates and set required fields, duplicate questions and preview right from the template page.

Familiarise yourself with the client details page

Store important client details such as Medicare details, health fund details health, NDIS details, emergency contact, related clients, referral sources and more.

Once you are familiar with the client details page, you can add a new client, update client details, archive a client and permanently delete a client.

Set up your calendar

Click on the Calendar page and find the filter and settings icon.

Click the filter icon and select the locations and practitioners to display.

Then click the settings icon to customise the calendar display.

Schedule appointments

Learn how to create, edit, cancel and archive appointments.

Add clients

You can add a client in three different ways. Explore how to add clients, or start from the client's page.

Set up invoicing

Set up your invoicing templates in Settings > Invoices.

Enter the Next invoice number to follow the same invoicing sequence in your accounting software, set the default tax rate display, set payment terms and customise what invoice information should be shown on the final copy of the invoice.

As you probably want to get paid for your services rendered, you will want to learn how to create an invoice for a client or contact. You can print or email an invoice to clients and contacts and then pay an invoice.

Set up communication templates

Every workspace includes ready-to-go appointment templates for sending confirmation, reschedule, cancellation and reminder messages.

Learn how to:

Set up cases

Set up cases to organise and group together face-to-face appointments, provider travel, non-face-to-face support activities, class passes, Medicare plans, NDIS budgets and more.

Cases allow you to set and track the number of appointments used in a case, such as Medicare plans and client funding, in the case of NDIS plans and worker's compensation insurance funding.

Set up online bookings

Set up your online bookings page and allow clients to book appointments online. Set online bookings lead time, add a privacy and cancellation policy, set appointment terms, ask clients to accept your privacy policy, enable practitioner notification emails, set how far in advance clients can book online, choose a colour theme and more!

Send a message to your team

Use the Messages feature to say hello to your team, or for solo practitioners, use it as a space for personal notes and reminders.

Guides for other user role types

You can also view the guide for practitioner admin, practitioner, receptionist and accountant.

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