How To Do Common Things

1. Go to Calendar
2. Click on a time slot, or use the New Booking button
3. Choose the patient, service, practitioner, and room
4. Confirm, the appointment appears on the calendar

1. Go to Patient List
2. Click New Patient
3. Fill in their details, name, date of birth, contact info, address, allergies, and medical conditions
4. Save, they'll get a unique patient ID (like PAT-00042) automatically

1. Go to Booking Requests
2. Find the pending request and click Approve
3. Choose the practitioner, time, and room
4. If the service needs a consent form, it's sent to the patient automatically
5. The patient receives a confirmation email

1. Go to Today's Queue
2. Find the patient's appointment
3. Click the status button to move it from Confirmed to Arrived
4. When the practitioner starts, move it to In Progress
5. When finished, mark as Completed

1. Go to Invoices
2. Click Create Invoice
3. Select the patient and add line items (services or products)
4. Save, it's created with "Unpaid" status
5. When the patient pays, use Record Payment to update it

1. On the Invoices page, find the invoice
2. Click Record Payment
3. Choose the payment method and enter the amount, the full balance is pre-filled but you can record any part of it
4. Confirm, the status updates to Partially Paid or Paid
5. Open the invoice at any time to see its full payment history

1. Go to the patient's profile → Clinical tab
2. Click Add Note
3. Choose the note type, free-text (rich text editor) or SOAP format (Subjective, Objective, Assessment, Plan)
4. Write your note and save

1. Go to the patient's profile → Clinical tab
2. In the photos section, click Upload
3. Select your images
4. You can compare before and after photos side by side using the comparison view

1. Go to Leads CRM
2. Click Add Lead
3. Fill in their name, how they found you, estimated value, preferred service, assignee (optional, assign to a team member), and any notes
4. They appear in the "New" column

1. On the Leads CRM board, drag the lead card to the next column
2. Progress: New → Contacted → Booked → Converted (or Lost)

1. Go to Inventory → Products
2. Click New Product
3. Enter the name, SKU, category, cost price, sell price, and stock quantity
4. Save, you'll get automatic warnings when stock runs low

1. Go to Tasks
2. Click Create Task
3. Set the title, description, assignee, priority (Low/Medium/High/Urgent), and due date
4. Save, it appears in the task list

1. Go to Waitlist
2. Click Add to Waitlist
3. Choose the patient, preferred service, preferred days (multi-select), urgency, and any notes
4. When a slot opens, click Offer Slot to book them in

1. Go to Settings → Online Booking
2. Choose your custom booking URL (a short slug like "your-clinic-name")
3. Pick which services patients can book online, each service has an "Online Bookable" toggle in Settings → Services & Pricing that controls whether it appears on your booking widget
4. Set the minimum advance booking time, this controls how soon before a slot patients can book (default is 24 hours)
5. Set deposit requirements if needed (fixed amount, percentage, or full prepayment)
6. Copy the embed code for your website, or share the standalone booking link (patients can book directly at your custom URL)

1. Global deposit: Go to Settings → Online Booking and enable deposit requirement, choose fixed, percentage, or full prepayment
2. Per-service override: Go to Settings → Services & Pricing, edit a service, toggle "Override Global Deposit", and set the deposit type and amount for that service
3. Per-service settings take priority over the global setting, useful when some treatments need a larger deposit

1. Go to Settings → Communications and enable Post-Care Instructions
2. Choose the timing, either 1 hour or 24 hours after appointment completion
3. Go to Settings → Services & Pricing, edit a service, and add aftercare instructions in the text field
4. When an appointment for that service is marked as Completed, the patient automatically receives an email with the instructions

1. Go to Patient List
2. Click Import
3. Upload your CSV file, it must include First Name, Last Name, and Date of Birth columns
4. Review the column mapping and preview the data
5. Confirm the import, up to 500 patients per batch, duplicates are detected by email

1. Go to Settings → Profile
2. In the security section, click Set Up 2FA
3. Scan the QR code with an authenticator app (Google Authenticator, Authy, etc.)
4. Enter the verification code to confirm
5. Your account is now protected with an extra layer of security

💡 If you're locked out of your 2FA, ask your clinic owner or admin to reset it for you. Owners can ask the CallidusOS support team.

1. Go to Settings → Integrations
2. In the Webhook section, click Generate API Key, copy it immediately (it's only shown once)
3. Use the webhook URL and API key in your website forms or third-party tools to send leads directly into CallidusOS
4. Test the integration using the Send Test button
5. Leads arrive in your Leads CRM board under the "New" column

1. Go to Settings → Communications
2. Turn automated emails on or off as needed
3. Edit the templates, use placeholders like {patientName} and {appointmentDate}
4. Save your changes

1. Go to Settings → Consent Forms
2. Click Create to open the builder
3. Add sections, questions, and signature blocks
4. Activate the template by toggling it on, inactive templates won't appear when linking to services
5. Go to Settings → Services & Pricing and link the template to the right service
6. Consent forms are sent automatically when bookings are approved

💡 Versioning: When you edit a consent template and change its content, the system automatically creates a new version (v2, v3, etc.). Previously signed consents keep the version they were signed on, so you always have an accurate record of what the patient agreed to.

When a patient is in your clinic and needs to fill in a consent form on your device (tablet or computer):

1. Open the appointment on the Calendar, select a consent template, and click Start In-Clinic
2. Fill in the practitioner sections (treatment details, your signature)
3. Click Hand to Patient (Device Lock), this locks the screen so only the patient sections are visible. The patient cannot navigate to other pages or see other patient data
4. Hand the device to the patient, they fill in their medical screening, read the form, tick the single confirmation box at the bottom, and sign
5. The patient clicks Patient Done, Return to Practitioner
6. A PIN screen appears, the patient hands the device back to you
7. Enter your clinic PIN to unlock and review the form
8. Click Submit Consent to save

To set your Device Lock PIN: Go to Settings → Clinic Details and find the "Change Device Lock PIN" section. Enter a 4-6 digit PIN and save.

FAQ, Device Lock
Q: Do I have to use the Device Lock button?
A: No, it's optional. You can fill in the entire form yourself while the patient watches, or send the consent form by email instead. The Device Lock is a convenience feature for clinics that hand a shared tablet to patients.

Q: What if I forget my PIN?
A: Any owner or admin can change the PIN in Settings → Clinic Details. The PIN is shared across the clinic, all staff use the same one.

Q: Can the patient navigate away while the screen is locked?
A: No. The sidebar, header, and navigation are hidden. Only the patient-facing sections of the consent form are visible.

To sell a gift voucher at the till:

1. Open New Sale (or click Sell Gift Voucher on Inventory → Gift Vouchers)
2. Pick the Gift Voucher tab, choose an amount (£25, £50, £100 or a custom value from £5 to £2,000)
3. Add the recipient's name, email, and a personal message if you like
4. Complete the sale, the unique code (like GC-XXXX-XXXX-XXXX) is created, printed on the receipt, and emailed to the recipient with the message when an email is given

To redeem a gift voucher:

1. At checkout, find the Gift Voucher box and enter the code
2. Click Apply, the card's balance pays part or all of the bill
3. Any remaining balance stays on the card for next time. If the card covers the whole bill, the till says nothing is left to pay

To resend or print a card: go to Inventory → Gift Vouchers, open the card with the eye icon, and use Send and print: resend the email (to the saved address or one you type in) or download a printable A4 or A5 gift certificate in your clinic colours.

To sell gift vouchers online: turn on Sell gift vouchers online in Settings → Gift Vouchers (needs Stripe payments set up). You get a gift voucher shop at book.callidusos.co.uk/gift/your-clinic, a link made for Instagram bios and Christmas posts, and a "Buy a gift voucher" link appears on your booking page. Buyers pay by card and the code is emailed the moment payment lands.

FAQ, Gift vouchers
Q: How long are gift vouchers valid for?
A: 12 months from the date of sale. The expiry date is shown on the card's email, the printed certificate, and the Gift Vouchers page.

Q: Can someone buy a gift voucher with another gift voucher or account credit?
A: No. Gift vouchers are bought with cash, card, or bank transfer only.

Q: How do gift vouchers appear in my reports?
A: Selling a card is not counted as revenue straight away, the money is held as an outstanding balance until the card is spent. This keeps your revenue figures honest and your VAT position correct. The Gift Vouchers page shows the total outstanding balance at any time.

CallidusOS keeps one standing medical history per patient, so they are not asked the same questions from scratch at every visit.

How it works:

• First visit: the patient completes the full medical screening, either inside their first consent form in clinic, or by email. When a booking is confirmed for a patient with no history on file, a medical history questionnaire is emailed automatically (you can turn this off in Settings → Online Booking)
• Every visit after that: their answers appear pre-filled in the consent form and the patient confirms with one tap that nothing has changed, or updates whatever has
• Every 12 months: the patient is asked to complete the questionnaire in full again, so the record never goes stale

To see or request a patient's history: open their profile, the Medical history card shows when it was last completed and last confirmed. Click Send request to email the questionnaire at any time.

💡 Privacy: questionnaires sent by email always start blank, existing answers are never sent out of the clinic. Pre-filled answers only appear on your own devices, in clinic.

FAQ, Medical history
Q: Where do the patient's answers live?
A: On their patient record, alongside allergies and medical conditions. Every consent form they sign carries the screening answers they gave or confirmed at that visit, so your records show exactly what was true at the time.

Q: What if the patient discloses something new at the visit?
A: They update the answer in the consent form and the standing record updates with it. The change is dated, and the practitioner sees the updated answers before treating.

There are two ways to have photography consent on file, and either one counts:

1. The tick box on any treatment consent: every treatment consent form includes an optional "clinical photography" tick in the patient declaration. If the patient ticks it when they sign, that is photography consent, nothing extra to do
2. The standalone form: the Clinical Photography Consent template is a short form for patients who need photography consent on its own: the patient reads it, ticks one box and signs. It covers the clinical record only. To use photos for marketing or social media, ask the patient to sign the Photography Consent: Marketing & Social form as well. Activate them in Settings → Consent Forms if you have not already

The reminder chip: wherever you take photos (a patient's Photos tab, the consultation flow), CallidusOS shows a small reminder if the patient has no photography consent on file. Taking photos is never blocked, the chip just makes the gap visible. Click Get it signed and the Clinical Photography Consent form opens for that patient, ready to sign.

FAQ, Photography consent
Q: The reminder says no consent, but the patient signed a treatment form?
A: The tick box is optional, so check whether they actually ticked it. If not, the standalone form is the quickest fix, one tap from the reminder itself.

Q: Does the reminder stop me taking photos?
A: No. Clinical photography stays possible, the reminder is information for you, not a lock.

1. Go to Settings → Payment Processing
2. Follow the setup steps to connect your payment account
3. Once connected, you can take payments directly through invoices

1. Go to Settings → Subscription & Billing
2. View your current plan and billing cycle
3. Switch between monthly and annual billing
4. Update your payment details

1. Go to the patient's profile
2. Click the More menu (three dots)
3. Select Export Patient Data
4. The system generates a data export for the patient
5. ⚠️ This action requires owner or admin access

1. Go to Settings → Audit Log
2. Browse the log of important actions and changes
3. ⚠️ Only visible to owners and admins