What Each Page Does

Your home base. At the top you'll see four summary cards: today's appointments, new leads, this week's revenue, and outstanding invoices, each with a mini chart showing the trend.

Below that: upcoming birthdays (patients with birthdays in the next 7 days), today's schedule, recent leads, a weekly performance chart showing revenue and appointment counts, and a lead funnel showing how leads move through your pipeline (New → Contacted → Booked → Converted).

If your clinic has the Calia AI Pro add-on enabled, you'll also see AI-generated insights about your schedule.

FAQ, Dashboard
Q: Why does my revenue card show £0?
A: The revenue card shows this week's confirmed revenue. If you haven't recorded any payments this week, or invoices are still unpaid, it'll show £0. Check your Invoices page to make sure payments are being recorded.

Q: What is the lead funnel?
A: It shows how your leads progress through four stages: New (just added), Contacted (you've reached out), Booked (they've made an appointment), and Converted (they became a patient). It helps you see where leads are getting stuck.

Q: Why can't I see the AI Insights card?
A: That feature requires the Calia AI Pro add-on. Ask your clinic owner or admin about adding it to your subscription.

Q: What is the setup checklist I see on my dashboard?
A: New clinics see an onboarding checklist that guides you through the essential setup steps, clinic details, location, working hours, service categories, consent templates, services and pricing, payment processing, activating services for online booking, setting up your booking widget, inviting your team, and setting practitioner hours. It's visible to managers, admins, and owners. Once you complete all 11 steps, the checklist disappears. You can complete them in any order.

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Your appointment diary with day, week, and month views. You can drag appointments to reschedule them, filter by practitioner to see individual schedules, click on an empty time slot to create a new booking, and block out times when a practitioner isn't available.

You'll get a browser notification 15 minutes before each appointment. Practitioners can also subscribe to their personal calendar using an iCal feed (found in their profile).

FAQ, Calendar
Q: How do I reschedule an appointment?
A: Simply drag the appointment to a different time slot on the calendar. Or click the appointment and edit the time in the details panel.

Q: Can I see all practitioners' schedules at once?
A: Yes, use the filter dropdown at the top. Select "All" to see everyone's schedule side by side.

Q: What do the different colours mean?
A: Each colour represents an appointment status, confirmed appointments look different from checked-in, in-progress, completed, no-shows, and cancelled ones. The colour coding matches the status badges you see elsewhere.

Q: How do I block out time (e.g. lunch break)?
A: Click on the time slot you want to block, then choose "Block Time" instead of creating a booking. You can set a reason and which practitioner it applies to.

Q: How do I set up the iCal feed for my calendar app?
A: Go to your Profile in Settings, you'll find an option to generate a calendar subscription link that you can add to Google Calendar, Apple Calendar, or Outlook.

Q: What is the "OFF" band I see on someone's calendar?
A: That's time off (holiday, sickness, or training). It shows as a full-day unavailable band and also takes that practitioner out of online booking for those dates. Time off is managed from Staff Shifts → Time off, the band on the calendar is read-only.

Q: What does the "Practitioner Hours" button do?
A: It's a shortcut on the calendar that opens the working-hours editor, so you can adjust a practitioner's regular weekly hours without going into Settings.

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When patients book through your online booking widget, their requests appear here. You'll see stat cards showing how many are pending, confirmed, and received this month.

Filter by status: All, Pending, Confirmed, Declined, or Cancelled.

To process a request: click Approve to assign a practitioner, time slot, and room. The system checks for scheduling conflicts and warns you if the slot overlaps with another appointment. You can also override the requested time if the original slot doesn't work. If the patient already exists in your system, you'll see a duplicate detection prompt with options to link to the existing patient, create a new record, or review the match. If the service requires a consent form, it's automatically sent to the patient by email. Click Decline to reject a request with a reason.

FAQ, Booking Requests
Q: What happens when I approve a booking request?
A: The appointment is created on your calendar, and the patient receives a confirmation email. If the service has a consent form linked to it, the patient also gets a separate email with a link to fill in and sign the consent form.

Q: Can I change the time when approving a request?
A: Yes, when you click Approve, you can choose any available time slot, practitioner, and room before confirming.

Q: What does the patient see when I decline?
A: They receive an email letting them know their request couldn't be accommodated.

Q: How do deposits work with online bookings?
A: You can require a deposit when patients book online. Set a global deposit in Settings → Online Booking (fixed amount, percentage, or full prepayment). You can also override the global setting per service in Settings → Services & Pricing, useful if some treatments need a larger deposit than others. Patients pay the deposit when they book, and the amount is credited towards their final invoice.

Q: Can I refund a deposit?
A: Yes, when you decline a booking request or cancel an appointment, you'll have the option to refund the deposit. For no-shows, you can choose to retain the deposit or refund it.

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A live timeline of today's appointments, colour-coded by status. This is your front-desk view for managing the flow of patients through the clinic.

Appointment status flow:
Requested/Pending → Confirmed → Arrived (checked in) → In Progress → Completed

At any point, an appointment can also be marked as Cancelled or No-show. If you cancel or mark a no-show by mistake, you can reactivate it back to Confirmed.

FAQ, Today's Queue
Q: How do I check a patient in?
A: Find their appointment in Today's Queue and click the status button to move it from "Confirmed" to "Arrived". This lets the practitioner know the patient is ready.

Q: What's the difference between Cancelled and No-show?
A: "Cancelled" means the appointment was called off in advance (by you or the patient). "No-show" means the patient simply didn't turn up at the scheduled time.

Q: Can I undo a No-show?
A: Yes, you can reactivate a No-show or Cancelled appointment back to Confirmed status.

Q: How do I cancel an appointment?
A: Click the appointment in Today's Queue (or Calendar) and select Cancel. You'll be asked to choose a cancellation reason from a preset list. If the patient paid a deposit, you'll also choose whether to retain or refund the deposit.

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Shows patients waiting for available appointment slots, with stats for total waiting, recently added, urgent cases, and average wait time in days.

Click Add to Waitlist to add a patient, you can set their preferred days (select one or more days of the week) and preferred service to help you find the best match when a slot opens up. When a slot opens, click Offer Slot next to their name, this opens a pre-filled booking form so you can schedule them quickly. You can also remove patients from the waitlist.

Automatic scheduling (where the system matches waitlisted patients to open slots) is coming soon.

FAQ, Waitlist
Q: How do I offer a slot to a waitlisted patient?
A: Click "Offer Slot" next to their entry, it opens the booking form with their details already filled in. Just pick a time and confirm.

Q: What does "Urgent" mean on the waitlist?
A: When adding a patient to the waitlist, you can mark them as urgent. This helps your team prioritise who gets the next available slot.

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Search for patients by name, email, phone number, or their unique patient ID (like PAT-00042). Filter by status, practitioner, or date range. You can archive multiple patients at once using the batch action bar.

Click a patient's name to view their full profile, or click Edit to go straight to editing their details.

Click New Patient to register someone, you'll fill in their name, date of birth, contact details, address, and medical information (allergies and conditions).

FAQ, Patient List
Q: What is the PAT-XXXXX number?
A: Every patient gets a unique sequential ID when they're registered, like PAT-00001, PAT-00042, etc. It's a quick way to identify patients and is shown on their profile and in search results.

Q: How do I archive a patient?
A: Select one or more patients using the checkboxes, then click the Archive button in the batch action bar. Archived patients are hidden from the main list but their data is preserved.

Q: Can I import patients from a CSV file?
A: Yes, click the Import button on the Patient List page. Upload a CSV file with columns for First Name, Last Name, and Date of Birth (required). The system detects duplicates by email and maps columns automatically. You can import up to 500 patients at a time.

Q: Can I send bulk emails or SMS to patients?
A: Not yet, bulk messaging is coming soon. For now, you can manage individual communications.

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Each patient's profile shows their photo, name, VIP and allergy badges (if set), date of birth, age, last visit date, and total spend.

Four tabs:

• Overview, contact details (email, phone, gender, patient ID), treatment history, and demographics
• Clinical, clinical notes (including SOAP format), photos, and face/injection mapping
• Files & Consents, uploaded documents and signed consent forms, with a built-in PDF viewer
• Invoices, this patient's billing history

From the action menu you can: book an appointment, edit their details, print their profile, archive them, export their data (GDPR, admin/owner only), or delete/anonymise their record (admin/owner only).

FAQ, Patient Profile
Q: How do I add a clinical note?
A: Go to the Clinical tab and click "Add Note". You can write a free-text note using the rich text editor, or use the SOAP format (Subjective, Objective, Assessment, Plan) for structured clinical documentation.

Q: How do I view a signed consent form?
A: Go to the Files & Consents tab. You'll see a list of all consent forms, click the eye icon to open the PDF viewer, or download it.

Q: What's the face map?
A: It's a visual tool for practitioners to mark injection sites on a facial diagram, tracking which products, units, and areas were treated. You can access it from the Clinical tab. Maps start as drafts and must be signed (with batch numbers) to be finalised. Once signed, a map is locked and can't be edited, this is a UK regulatory requirement. You can view all past signed maps from the "View History" button, and export them as PDFs.

Q: How do I mark a patient as VIP?
A: When editing the patient's details (either during registration or via the Edit button), toggle the "VIP Patient" switch on. A VIP badge will appear on their profile.

Q: I can't find the Delete or Export buttons, why?
A: Data export and deletion are restricted to owners and admins for data protection reasons. If you need to perform these actions, ask your clinic owner or admin.

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View and create prescriptions for your patients. You can search and filter the list.

Who can sign off (activate) a prescription: only a staff member flagged as an Independent prescriber can sign off and activate a prescription. Whether someone is an independent prescriber is set on the Users page (Settings → Users), and you'll find your prescribers listed under Settings → Prescribers, which also lets you add external/remote prescribers.

Face-to-face requirement (in-house prescriptions): when an in-house prescriber signs off a prescription, they must confirm they assessed the patient face-to-face before prescribing. Remote prescribing of cosmetic injectable medicines (e.g. botulinum toxin / Botox) is not permitted, this is a UK regulatory requirement. If you're not a prescriber, you'll see a notice asking you to have an independent prescriber activate it instead.

Dispensing tracking (marking when prescriptions are actually given to patients) is coming soon.

FAQ, Prescriptions
Q: Why can't I activate a prescription?
A: Only staff flagged as an Independent prescriber can sign off and activate a prescription. If you're not a prescriber, ask one of your clinic's prescribers to activate it. (Independent-prescriber status is set per staff member on the Users page.)

Q: Can I prescribe Botox remotely without seeing the patient?
A: No. For in-house prescriptions, the prescriber must confirm a face-to-face assessment before signing off. Remote prescribing of cosmetic injectables like botulinum toxin is not permitted in the UK.

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Your team's shared to-do list. Filter by tab: All Tasks, My Tasks (assigned to you), To Do, In Progress, or Completed, plus dropdowns to filter by priority and by type, and a search box.

Click Create Task to add one, set the title, description, who it's assigned to, priority level (Low, Medium, High, or Urgent), type (Call, Review, Admin, Email, Meeting, Marketing), and a due date. You can mark tasks as complete, reopen them, edit, or delete.

Click a task to open its detail popup, which has:

• Notes, free-text working notes for the task
• Attachments, upload files to the task
• Comments, a discussion thread so the team can talk things through
• Activity, a timeline of everything that's happened to the task (created, assigned, completed, etc.)

Assigning tasks: a task can be assigned to a team member, or to Calia, assigning to Calia is for tasks you'll want handled automatically in future. Some tasks are also created for you automatically (for example a review task when an appointment is confirmed).

FAQ, Tasks
Q: How do I see only tasks assigned to me?
A: Click the "My Tasks" filter tab, it shows only tasks where you're the assignee.

Q: What's the difference between High and Urgent priority?
A: Both are higher-priority levels. Use High for important tasks that need attention soon, and Urgent for things that need immediate action. You can filter by either using the priority dropdown.

Q: What does "assign to Calia" do?
A: It marks the task as one for Calia to handle. This is being built towards automatic actioning, for now it's a way to flag tasks you'd like Calia to take on once that's available.

Q: Where do I add notes or attach a file to a task?
A: Click the task to open its detail popup. You'll find Notes, Attachments, Comments, and an Activity timeline all in one place.

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Two tabs: Invoices and Expenses.

The Invoices tab lets you create invoices for patients, add service and product line items, record payments, and preview or download PDFs. The Expenses tab is for logging your clinic's operating costs.

Who can manage expenses: Owners and admins can create, edit, and delete expenses. Managers can view all expenses and create new ones, but cannot edit or delete existing entries. Practitioners and receptionists cannot access expenses.

Summary cards at the top show: total revenue, outstanding balance, overdue amount, and total expenses.

Invoice statuses: Unpaid → Partially Paid → Paid. Invoices can also be marked as Overdue or Cancelled. To cancel an invoice, open it and select Cancel, you'll be asked to confirm. Cancelled invoices remain on record but can no longer be edited or paid.

FAQ, Invoicing
Q: How do I record a payment?
A: Find the invoice and click "Record Payment". Choose the payment method, enter the amount, and confirm. If the patient pays part of the total, the invoice moves to "Partially Paid". When the full amount is covered, it moves to "Paid".

Q: What's the difference between Invoices and Expenses?
A: Invoices are what you charge patients (revenue coming in). Expenses are your clinic's costs, rent, supplies, equipment, etc. (money going out).

Q: Can I send payment reminders?
A: Not yet, automated payment reminders are coming soon.

Q: Where do I see total profit?
A: The Reports page (coming soon) will show profit calculations. For now, you can compare your total revenue and total expenses on the Invoicing page.

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The sales feature lets you record point-of-sale transactions for products and services. When you complete a sale, the system generates a unique receipt number (like SALE-00001) and records the transaction.

If the patient has a deposit from a booking, the deposit amount is automatically credited towards the total. Card payments are recorded as ledger entries (your clinic uses a physical card terminal, CallidusOS just records that the payment happened).

FAQ, Sales
Q: How does the deposit credit work at checkout?
A: If the patient paid a booking deposit, that amount is automatically deducted from the sale total. You only need to collect the remaining balance.

Q: Why can't I process card payments directly through CallidusOS?
A: CallidusOS records card payments in your books, but actual card processing happens on your physical terminal. This is by design, you select "Card" as the payment method to log it.

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A board with five columns: New → Contacted → Booked → Converted → Lost. Each lead appears as a card that you can drag between columns to update their status.

Click a card to view the full lead details. Click Add Lead to create a new one, enter their name, how they found you, estimated value, preferred service, assign them to a staff member, and any notes.

Filter by: All Leads, High Value, Referrals, or Web Inquiries.

FAQ, Leads CRM
Q: How do I move a lead to the next stage?
A: Simply drag their card from one column to the next. For example, drag from "New" to "Contacted" once you've reached out to them.

Q: What counts as a "High Value" lead?
A: Leads with an estimated value set, or where "high value" is mentioned in their notes.

Q: What's the difference between Converted and Lost?
A: Converted means the lead became a patient (they booked and attended). Lost means they decided not to go ahead, maybe they chose another clinic or lost interest.

Q: Can leads be created automatically from my website?
A: Yes, set up the lead webhook in Settings → Integrations. Generate an API key and configure your website contact form to POST lead data to the webhook URL. Leads arrive automatically in the "New" column.

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Six sections, all shown as clean in-house lists:

• Products, manage your product stock. You'll get automatic low-stock warnings when quantities drop below the threshold.
• Categories, organise products into groups
• Suppliers, your supplier directory and purchase orders
• Gift Vouchers, create and manage vouchers (coming soon)
• Equipment, track clinic equipment and assets
• Rooms, manage your treatment rooms

You may not see the Inventory section if it's been switched off as an optional module (Settings → Features) or if your clinic is on the Starter plan.

FAQ, Inventory
Q: How do I know when stock is running low?
A: You'll see a warning banner on the Products page when any item drops below its minimum stock level. You can also filter to show only low-stock items.

Q: How do I add a new product?
A: Go to Inventory → Products and click "New Product". Fill in the name, SKU, category, cost price, sell price, and stock quantity.

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A weekly grid for planning who's working when. Assign shifts per practitioner per day. (The Staff Shifts menu item appears once your clinic has two or more active staff; solo clinics drive availability from Practitioner Hours alone.)

Use Copy Previous Week to quickly duplicate last week's schedule, it checks for duplicates so you won't accidentally create double shifts.

Shifts are one-off only, there's no recurring shift pattern. If your schedule is the same each week, use Copy Previous Week. Note: overnight shifts (spanning midnight) are not currently supported, split them into two shifts if needed.

Time off: practitioners can add their own time off (managers can add it for anyone) for holidays, sickness, or training. Add it from Staff Shifts → Time off, choosing the practitioner, a date range, a reason, and optional notes. Time off shows on the calendar as an unavailable "OFF" band for those days and removes that practitioner from online booking for those dates, so patients can't book them while they're away. Remove a time-off entry to restore their availability.

Practitioner Hours: there's a "Practitioner Hours" shortcut button on the Calendar that opens the same working-hours editor you'll find in Settings, handy for adjusting a practitioner's regular weekly hours without leaving the calendar.

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Calia Copilot is a credit-based admin copilot, currently in an invite-only beta. There's a Calia Copilot tab near the top of the sidebar (and a button in this assistant popup). Clinics on the beta get the working product there; everyone else sees a showcase page describing what's coming. It's a marketing, admin, and platform-help assistant, not a clinician and not a medical device, so it gives no medical advice.

• Live in beta today: (1) campaign email drafting, describe the campaign in a sentence, Calia drafts it, the clinic reviews/edits, and approving creates a Draft campaign under Marketing → Campaigns (the clinic still presses send); (2) enquiry reply drafting, a "Draft reply with Calia" button on a lead in Leads CRM drafts the reply, and approving it in Calia Copilot sends that one email; (3) task delegation, assign a task to Calia in Tasks and it drafts the work, comments back on the task, and queues the result for approval; (4) an admin control centre on the Calia Copilot page where admins switch each capability on or off. Everything Calia produces needs a human approval, and drafts cost credits (the credit cost is always shown before drafting; credits are bought as packs from the Calia Copilot page).
• Planned next: SMS drafting, admin note & template drafting, win-back detection, and plain-English reports. Always ASA/POM-safe, never naming prescription-only medicines.

If a clinic asks how to get the beta: it's enabled per-clinic by the CallidusOS team, tell them to contact support. Calia helps with marketing and admin only, it never gives clinical advice (dosing, contraindications, diagnosis) and never sends or posts anything itself.

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Campaigns, Analytics, Audiences, and Automations, all coming soon. You can see the pages but the features aren't active yet.

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Five tabs of analytics are being built: Overview, Revenue, Appointments (with a busiest-times heatmap), Patients, and Leads. You'll be able to export data as CSV files. Coming soon.

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Your notification history with tabs and pagination. You'll receive notifications for:

• Booking requests (new online bookings)
• Appointment reminders and completions
• Payments received
• Stock alerts (low inventory)
• New patient registrations
• Consent forms completed
• Waitlist offers
• Campaign activity

Quick access: click the bell icon in the header to see recent notifications without leaving your current page.

CallidusOS also supports push notifications, alerts that pop up on your device even when you don't have the app open. To enable them, go to Settings → Notifications and turn on push notifications. Your browser will ask for permission once, click "Allow". Once enabled, you'll receive push alerts for appointment reminders, new booking requests, completed consent forms, and other important events.

FAQ, Notifications
Q: Where is the bell icon?
A: Top-right corner of the screen, in the header bar. Click it to see a dropdown of your most recent notifications.

Q: I'm getting too many notifications, can I control which ones I receive?
A: Yes, go to Settings → Notifications. You'll see a grid where you can toggle each notification category (bookings, appointments, payments, stock, patients, consents, waitlist, campaigns) on or off for each channel (in-app, email, push). There's also a master toggle to turn all notifications on or off.

Q: How do I enable push notifications?
A: Go to Settings → Notifications and turn on push notifications. Your browser will ask for permission, click "Allow". After that, you'll receive alerts on your device even when CallidusOS isn't the active tab.

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