How does creating multiple clinics affect practitioners' rights?

 When you create your first clinic, your account switches to multi-clinic mode. Your existing data (clients, practitioners, appointment types, forms, invoices, waitlist entries, rooms and appointments) is automatically attached to that first clinic, so nothing disappears.

From that moment on, the clinic acts as a second layer of filtering, on top of the permissions you already had.

The golden rule
In multi-clinic mode, the clinic filter is applied first, and it applies to everyone.

- A practitioner sees the data of the clinics they are assigned to (Settings > Multi-clinics).
- A user assigned to no clinic sees an empty client list, no forms and no waitlist entries — even if they are an
administrator or have the "See other practitioners' data" permission.
- A client who is not attached to any clinic is invisible to everyone.

Existing permissions (administrator role, access to other practitioners' data, billing rights, etc.) continue to apply, but within the clinics you have access to. Clinics and permissions combine — one never overrides the other.

▎ Before anything else, make sure every user is assigned to at least one clinic, otherwise they will log in to an empty account.

What changes for an administrator
Being an administrator is not a way around the clinic filter. An administrator must be assigned to clinics just like everyone else.

- An administrator assigned to one or more clinics sees all the data of those clinics, for every practitioner working
there — but nothing from the clinics they are not assigned to. In practice, this is how you create a clinic manager: give them the administrator role and assign them only to their own clinic.
- An administrator assigned to no clinic sees nothing at all, even though they can still access the settings.
- Administrators keep one advantage over practitioners: they also see the items that are not yet linked to a client — public forms filled in by a new patient, waitlist requests coming from the booking page — within their own clinics.

Settings remain account-wide. Appointment types, forms, communications, invoicing options and so on are shared by every clinic: an administrator of one clinic still edits them for the whole account. The exceptions are:
- Rooms: an administrator only sees and manages the rooms of their own clinics, and can only create a room in one of them.
- Multi-clinics: only an administrator can create clinics and assign practitioners to them.

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1. Scheduler and appointments
What you see
- The scheduler displays a clinic and practitioner selector. Only practitioners assigned to the selected clinic(s) are listed.
- Your selection is remembered from one session to the next.

Editing an appointment
A user can open and edit an appointment if:
- the appointment belongs to one of their clinics, or they are the assigned practitioner, or it is a "Busy" / "Other" type of entry (these are never restricted by clinic);
- and their permissions allow them to see that practitioner's data.

Inside the appointment window
Once a clinic is selected, the lists are filtered automatically:
- Clients: only clients attached to that clinic.
- Appointment types: only those linked to that clinic (Settings > Appointments).
- Practitioners: only those assigned to that clinic.
- Rooms: only rooms of that clinic, plus any room marked "Available for all clinics".

Any item that has no clinic attached is never filtered out, and the value already selected on an existing appointment always stays visible — you will never lose information on an appointment created before the change.

Online booking page: your clients choose the clinic when booking.

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2. Clients
- The client list only shows clients who share at least one clinic with you.
- A Clinics column and a clinic filter are added to the list (the filter only offers your own clinics). The filter also applies to the Excel export.
- Each client must be attached to at least one clinic, and no more than three. The field becomes mandatory when editing a client file.
- When you create a client, they are automatically pre-assigned to your own clinics.
- When you assign a practitioner to a client, only practitioners working in that client's clinics are offered.
- A client created from a form is attached to the clinic selected on that form.

▎ If a user with no clinic creates a client, that client will have no clinic — and will immediately disappear from their own list. This is another reason to assign every user to a clinic first.

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3. Invoices
Invoices follow a more flexible rule than the rest of the platform. A user sees:
- the invoices of their own clinics,
- plus their own invoices, whichever clinic they belong to,
- plus invoices that have no clinic (typically invoices created before the switch to multi-clinic).

Other changes:
- A clinic filter appears in the invoice list, and the clinic is shown in the grid and in the Excel export.
- The clinic of a new invoice is taken from the client's clinic, and is replaced by the clinic of the first
appointment being billed if the invoice covers appointments.
- You can change the clinic on the invoice itself. The clinics offered are those of the client.

What does not change: invoice numbering and the invoice PDF. The numbering sequence stays at the account level (or per practitioner if you use that option), and the logo, address and header of the PDF remain those of your establishment.
There is no separate numbering or letterhead per clinic.

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4. Forms
Once you are in multi-clinic mode, a new mandatory "Clinic" field is automatically added to your forms, so that the
clinic is recorded when the form is filled out. It is pre-filled with the client's clinic when the client is already known.

Form results are then partitioned by clinic:
- You only see the results whose client belongs to one of your clinics and whose form was filled in for one of your clinics.
- A form with no clinic recorded is not shown in multi-clinic mode.
- A user with no clinic sees no results at all.

This field appears as soon as you have more than one clinic. If you only have one clinic, forms are unchanged.

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5. Waitlist
- Every waitlist entry is attached to a clinic, and the clinic is displayed in the list of requests.
- You only see the requests of your own clinics — and, when the request is linked to an existing client, that client must also share a clinic with you.
- When a spot frees up, only the practitioners of that clinic are notified.
- Manually reordering priorities is disabled in multi-clinic mode, because the order would not be meaningful across several clinics.

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Good to know

- If a practitioner moves to another location, update their clinic assignment in Settings > Multi-clinics — the change is immediate.
- If you delete your last clinic, the account returns to single-clinic mode and all clinic attachments are cleared.