Install ClinicSoftware and log in
You’re signed in with your primary user account and know your way to the main menu.
Getting started — switching from another system
Welcome! This path brings your existing clients, appointments and history across, then takes you through running ClinicSoftware day to day. One small step at a time, in the right order.
Starting a brand-new clinic with no existing data? Follow the fresh-start path instead — it’s one step shorter.
In short
On day one, log in, book your essential training, migrate your data, then add your staff and services. In week one, practise clients, appointments, the POS and consent forms. Connect payments and automations when you’re ready.
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Phase 1Day one · set up the foundations
Build your clinic inside the system
These 5 steps put your real clinic into ClinicSoftware. Do them in order.
10 min
Book your essential training
You have a guided CRM walkthrough in the diary with a real person.
Migrate your data from your old system
Your existing clients, appointments and history are inside ClinicSoftware without retyping.
Add your staff, shifts and permissions
Everyone has a login, the right shifts and permission to perform the correct treatments.
Add your services, categories and courses
Your treatment menu is organised, priced and ready to book.
Phase 2Week one · learn the everyday actions
Practise the things you’ll do every day
Use a test client and complete each action once before doing it with a real client.
Add a client and explore the client profile
You know where appointments, receipts, notes, forms and history live.
Book, move and cancel your first appointment
You can handle the three appointment requests clients make most.
Take a payment at the POS
You can check a client out and issue a receipt.
Sign a consent form with the QR code
You can have a consent form signed and stored in seconds.
Phase 3When you’re ready · connect and automate
Connect the tools that make the system work harder
Connect payments first, then templates and automations, and finish with reports and AI Copilot.
Connect 1st
Payments
Stripe, PayPal, GoCardless, Braintree or 2Checkout
Connect 2nd
Accounting — Xero
Send sales into your bookkeeping automatically
Connect 3rd
Marketing — Mailchimp
Keep your client lists and campaigns connected
Connect 4th
Marketplace — Treatwell
Bring marketplace bookings into your calendar
Connect your payment provider
Card payments, deposits and direct debits run through ClinicSoftware.
Create email and SMS templates, then send your first messages
You can message any client in two clicks and keep replies in the system.
Check your numbers — reports and AI Copilot
You can see today’s performance and ask AI Copilot what is happening in the business.
That’s it — you’re up and running
Explore leads, promotions, memberships, stock, the online shop and AI features at your own pace. If you get stuck, we’ll walk through it with you.
Before you begin — have these to hand
Gathering these first makes setup much faster. A spreadsheet, photo or simple list is fine.
Your data from the old system
Exports of clients, appointments, products, receipts, services, courses and clinical notes.
Your team list
Names, roles, usual shifts and who performs which treatments.
Your service & course menu
Services, courses, prices, durations and required patch tests.
Account logins for connections
Payment, accounting and marketing logins you plan to connect.
Hand over setup
Ask our team to handle the setup
In the meantime, to complete the setup of the software for you, please send us more information.
- A list of all your business consent forms in Microsoft Word or PDF format
- Full list of all your staff members
- Their shifts for the next month — which days they work and from what hour (for example: Maria, Monday–Friday 10:00 a.m.–06:00 p.m.)
- List with their position (for example: Maria — Dr, Anna — Therapist)
- What services they can provide (for example: Maria — Facial services, Anna — Laser services)
- Full list of all services with prices and duration in the day book — what you offer customers today
- A few products with name, barcode, quantity, location, description, picture and price
- A few customers to add, or an Excel list so we can import them for you
- Details you want on the printed receipt (company name, salon, address, phone, website, VAT, thank-you message)
- One active promotion or offer you have at the moment (services, products, and so on)
- Full list of your active courses of services (for example: 45 minutes each — 8 sessions per course)
- Loyalty card number of services — choose the free service after 4, 5 or 6 visits
- Birthday notifications enabled or not — whether to send an automatic happy birthday message to customers
- What discounts you offer (for example student discount) and the value for each
For other updates we will amend accordingly.
Please check the attached four Excel files used to help you import services, courses, products and existing customers into the software. That way training can start from day one with the right information already in place.
We can import products, clients, courses and services so you do not have to add them one by one. Once you have completed the templates, send them back to be imported.
Save time on import
Send data in the right format
The Clinic Software implementation and installation team can import data from your previous software or lists into ClinicSoftware when provided in the proper Excel or CSV formats. These format requirements help keep the import smooth.
This free import service helps reduce data entry so you can get started quickly. If you have Excel or CSV files but cannot reshape them to match the usable format, an installation technician may be able to assist for free.
What can be imported?
The following categories can be imported into ClinicSoftware:
- Clients
- Appointments
- Receipts
- Products
- Services
File and list format requirements
- Lists must be in Excel or CSV formats (.xlsx, .xls, .csv).
- Each list should be saved as a different file and clearly labelled (for example Retail_CompanyName.csv).
- The first row must contain headers labelling each column.
- Service times must be in minutes (for example a 1½ hour service should be entered as 90).
- Each data item must be in a single cell to import correctly.
Data list details
The following data items can be imported. Items marked with an asterisk (*) are required. If you do not wish to import a field, you may delete that column in the template provided.
Clients
- Title
- Name *
- Surname
- Phone
- Home/Work phone
- Notes
- Postcode
- Address
- Birthday
- Gender
- Referral
- Courses barcode
Appointments
- Title
- Appointment date *
- Appointment time *
- Appointment duration / end time *
- Appointment services *
- Appointment services pricing *
- Appointment type
- Appointment status
- Appointment staff name
- Appointment booked by name
- Notes
- Client system ID
- Client name
- Client surname
- Client phone
- Client home/work phone
- Client email
- Client postcode
Services
- Section title *
- Section abbreviation *
- Category title *
- Service title *
- Duration * (in minutes, greater than 0)
- Price
- Tax %
- Section bgcolor (hex)
- Section txtcolor (hex)
Products
- Name
- Category *
- Unit type *
- Unit size *
- Sell price
- Buy price
- Tax %
- Stock
- Barcode
- Description
Receipts
- Bill number
- Item name
- Item price
- Tax value
- Make date
- Payment method
- Notes
- Client system ID
- Client name
- Client surname
- Client phone
- Client mobile
- Client email
- Client postcode
Please email completed lists in Excel or CSV format to Clinic Software. Submitted files will be reviewed before import. We will tell you if the files are correct or if changes are needed.
Important information
- Data will be imported exactly as it appears in the lists you provide. Misspellings, incorrect column headers or mismatched rows can affect accuracy — review your lists carefully before submitting.
- If you receive files from previous software, retail vendors or other third parties, verify the list is in the proper format before sending it to the Clinic Software installation team.
Want us to set it up with you?
Book a guided session and we’ll help your team complete the setup path.