Admin Guide#

The Admin Guide is for clinic administrators — the role responsible for configuring Qliva, managing practitioner accounts, and overseeing clinic operations. Admins have full access to the Admin Portal and can configure every aspect of how Qliva works for their clinic.

The clinic admin role#

In Qliva, every clinic has at least one practitioner with the clinic_admin role. This is typically the clinic owner or practice manager. Clinic admins can:

• Configure clinic settings, branding, and integrations
• Invite and manage practitioner accounts
• Create and edit appointment types
• Set up membership products and billing
• Manage communication templates and sequences
• View all patient records and clinical notes across the clinic
• Access billing and invoicing for all patients

Practitioners who are not clinic admins have a more focused view — they see their own appointments and patients, but do not have access to the Admin Portal.

What this guide covers#

• Clinic Setup — onboarding wizard, subdomain, branding, timezone
• User Management — inviting practitioners, setting roles and types, deactivating users
• Appointment Types — creating and configuring appointment templates
• Patients — searching patients, editing administrative details, sending forms and consents, portal invites
• Memberships & Subscriptions — membership products, entitlements, Stripe, patient enrolment
• Billing & Payments — invoices, Stripe (online payments), Tyro (in-clinic EFTPOS & Medicare), Xero (accounting sync), invoice lifecycle
• Communications — email/SMS templates, sequences, built-in triggers
• Forms — building intake forms, form classification, field mapping to patient profile
• Consents — consent templates, sending to patients, signed PDF records
• Storefront Settings — Stripe native, Shopify, and Squarespace storefront configuration
• Settings — all integration and feature configuration in one place

Accessing the Admin Portal#

The Admin Portal is accessible from the left sidebar. Clinic admins see an Admin Portal section that is not visible to non-admin practitioners.

Most admin configuration lives under Admin Portal → Settings and the dedicated sub-sections (Memberships, Users, Forms, etc.).