Clinic Setup
When you first log into Qliva as a clinic owner, the onboarding wizard guides you through the essential configuration steps. This guide explains each step and where to find settings after the initial setup is complete.
The onboarding wizard
The wizard runs automatically on your first login. It collects the core information needed to configure your clinic and make Qliva operational:
- Clinic details — name, address, phone, email, ABN
- Your practitioner profile — your name, AHPRA number, prescriber number, provider number
- Subdomain — your clinic's Qliva address
- Logo — your clinic's brand logo
- Timezone — your clinic's local timezone
Complete each step to unlock the full platform. You can update most settings later from the Admin Portal.
Subdomain
Your clinic's Qliva address follows the format:
{clinicname}.qliva.com.au
For example, helixlongevity.qliva.com.au. This is the URL your practitioners and patients use to log into Qliva.
The subdomain is set during the onboarding wizard. It cannot be changed without contacting Qliva support — choose it carefully. Use your clinic's trading name or a recognisable abbreviation.
Your subdomain also determines:
- The patient portal URL (
{clinicname}.qliva.com.au/portal) - The public booking page URL (
{clinicname}.qliva.com.au/book) - All email links sent to patients
Clinic details
Clinic details appear on:
- Invoice PDFs sent to patients
- Prescription PDFs
- Automated patient emails (as the sender name and clinic contact)
To update clinic details after setup: Admin Portal → Settings → General.
| Field | Notes |
|---|---|
| Clinic name | Trading name of the clinic |
| ABN | Required for compliant tax invoices |
| Address | Physical address of the clinic |
| Phone | Main clinic contact number |
| Clinic contact email — appears on invoices |
Logo
Your clinic logo appears:
- In the patient portal header
- On invoice PDFs
- In automated patient emails
Upload a PNG or JPEG file. Recommended dimensions: 400×100 px (wide format), transparent background preferred.
To update the logo: Admin Portal → Settings → General → Upload Logo.
Timezone
All appointment times, scheduled communications, and cron jobs run in your clinic's configured timezone. Setting this correctly is important — incorrect timezone causes appointment times to appear wrong to your practitioners.
Set your timezone during onboarding or update it at Admin Portal → Settings → General → Timezone.
All timestamps are stored in UTC internally and converted to your clinic's timezone for display.
If you need to change your clinic's timezone after going live, do so during a quiet period and verify that existing appointment times are still displaying correctly.
Practitioner profiles
Each practitioner at your clinic should have their professional identifiers set on their profile:
| Field | Used for |
|---|---|
| AHPRA number | Practitioner identity verification, prescription PDFs |
| Prescriber number | Required for all prescription generation |
| Provider number | Medicare billing, invoice PDFs |
| Practitioner type | Determines module access and sidebar layout |
Practitioners can update their own profile via the profile menu in the bottom-left of the sidebar. Admins can view and edit any practitioner's profile from User Management.
After the wizard
Once the onboarding wizard is complete, the following areas are worth configuring before your first patient:
- Appointment types — create at least one appointment type before booking
- Communication triggers — set up the appointment_booked trigger so patients receive confirmations
- Integrations — Configure Tyro (in-clinic EFTPOS & Medicare claiming), Xero (accounting sync), Parchment (eRx), and Medical Objects (pathology) — all optional depending on your clinic setup
- Invite practitioners — add your clinical team via User Management
Use the checklist in the Admin Portal dashboard to track your setup progress. Each checklist item links directly to the relevant configuration screen.
Last updated 2026-05-15