Running the clinic day to day

Most days your team only needs one screen: Clinic → Today. This chapter is a routine you can pin up at the front desk.

Signing in

1. Go to your website's address followed by /wp-admin (for example yourclinic.com/wp-admin), or click Staff sign-in at the very bottom of any page.
2. Type your Username or Email Address and Password and click Log In.
3. You go straight to Clinic → Today.

• Everyone has their own account. Please don't share accounts: the website records who did what.
• Forgotten your password? Click Lost your password?
• After 5 wrong passwords, sign-in pauses for 15 minutes. Wait, then try again, or ask your administrator.
• Customers sign in somewhere else, on My account on the website.

Every morning: the Today screen

Work through it from the top:

1. Appointments today. Check the day in time order. Click [number] requests waiting for confirmation and confirm or cancel each request. See Appointments and the calendar.
2. Shop (with the shop):
   • Sales today, split into In store and Online;
   • Bank transfers to confirm: open each, check your bank and click Payment received — confirm or Not received. See The online shop;
   • [number] order to be paid at the store on collection;
   • Stock to reorder (Pro): products that are low or out of stock;
   • Sell in store (Pro) and All orders buttons.
3. Patients. New patients this week, and Find a patient to search by name, phone, email or patient number.

Administrators also see a reminder here when patient records are due for review.

During the day

The red badges

The numbers in red circles in the left-hand menu show what's waiting:

• next to Clinic: everything waiting in total;
• next to Appointments: online requests to confirm;
• next to Messages: new contact form messages.

Hover over the badge next to Clinic to see what it's counting, for example "1 new message, 4 appointment requests to confirm, 1 bank transfer to confirm".

Every week

• Look at next week in Clinic → Calendar → Week and check nothing is waiting to confirm.
• Read and answer anything in Clinic → Messages.
• Tick Low and out of stock only in Clinic → Stock and reorder (Pro).
• Check Clinic → Payments for deposits To decide (Pro).

Every year

• Add next year's bank holidays and days closed in Clinic → Settings → Opening hours, including Easter.
• An administrator checks Clinic → Patients → Due for review and Clinic → Messages → Due for review.

Good habits

• Confirm online bookings the same day.
• Never type card numbers, passwords or clinical notes into the website.
• Only link a patient's website account once you're sure it's really them.
• If an email doesn't seem to arrive, look at Clinic → Settings → Email → Email log (Pro, administrators).
• If something looks wrong, take a screenshot and send it to whoever looks after your website, or to support@thegradespace.com.

Where everything is: quick reference