This guide walks you through the essential steps to get your clinic set up on Qliva — from the onboarding wizard through to sharing your booking page with patients.
Your clinic subdomain cannot be changed after setup. Before you start, decide on the subdomain you want (e.g. your-clinic-name). Once the onboarding wizard is complete, this is permanent.
Step 1: Complete the onboarding wizard
When you first log in, Qliva walks you through a setup wizard. This covers:
- Clinic details — your clinic name, ABN, contact email, and phone number
- Branding — upload your logo and choose your primary colour
- Subdomain — choose your clinic's URL (e.g.
your-clinic-name.qliva.com.au) - Timezone — select your clinic's local timezone (used for all appointment times and reminders)
- Business hours — set your default opening hours
The wizard takes about 5 minutes to complete. You can update most of these settings later in Admin → Settings → Clinic, but your subdomain is set permanently at this step.
Choose a subdomain that's short, easy to type, and matches your clinic name. Patients will see this URL in booking links, emails, and SMS messages.
Step 2: Invite your first practitioner
If you have practitioners on your team, invite them now so they can access the clinical portal.
- Go to Admin → Team → Invite
- Enter the practitioner's name, email address, and discipline (e.g. GP, naturopath, physiotherapist)
- Assign their role — use Practitioner for clinicians who only need clinical portal access
- Click Send invitation
The practitioner receives an email with a link to set their password and log in. They'll land directly in the clinical portal.
If you're a solo practitioner running your own clinic, make sure your own account has the Owner role so you can access both the clinical and admin portals.
Step 3: Set up appointment types
Appointment types are the services patients can book. Each one has a name, duration, price, and booking settings.
- Go to Admin → Appointments → Appointment types → New
- Enter a name (e.g. "Initial Consultation", "Follow-up", "Telehealth Review")
- Set the duration (e.g. 60 minutes)
- Set the price (leave at $0 if you invoice manually or use memberships)
- Toggle Telehealth on if this appointment is a video call
- Toggle Visible in patient portal on if patients should be able to book this type themselves
Repeat for each service your clinic offers.
Create a separate appointment type for telehealth and initial consultations — they often have different durations and prices, and keeping them separate makes reporting much cleaner.
Step 4: Configure appointment reminders
Qliva can automatically send SMS and email reminders to patients before their appointments. Set this up before you start taking bookings.
- Go to Admin → Settings → Reminders
- Click New reminder rule
- Choose the channel (SMS, email, or both)
- Set the timing (e.g. 24 hours before, 2 hours before)
- Select or create a template for the reminder message
- Save and activate the rule
A two-reminder setup works well for most clinics: one email at 24 hours and one SMS at 2 hours. This reduces no-shows without overwhelming patients with messages.
Step 5: Set up at least one communication trigger
Triggers are automated messages that fire when something happens in your clinic. Set up at least one before you go live.
- Go to Admin → Communications → Triggers → New trigger
- Select the event — start with
appointment_booked - Choose the channel (email or SMS)
- Select or create a template (you can use merge tags like
{{patient_first_name}}and{{appointment_time}}) - Save and activate
The appointment_booked trigger fires every time a new appointment is created — whether the patient books online or an admin creates it manually. This is the most important trigger to have active from day one.
Keep your booking confirmation message simple: confirm the date, time, and practitioner name, and include a link to the patient portal so they can complete intake forms. You can always build more sophisticated sequences later.
Step 6: Connect a payment method
Qliva supports two payment options. You can use one or both.
| Method | Use case | Setup location |
|---|---|---|
| Stripe | Online payments via patient portal | Admin → Billing → Payment methods → Connect Stripe |
| Tyro | In-clinic EFTPOS terminal | Admin → Billing → Payment methods → Connect Tyro |
For Stripe, you'll be redirected to Stripe's onboarding to connect or create your Stripe account. Once connected, patients can pay invoices directly from the patient portal.
Even if you primarily collect payment in clinic, connecting Stripe is worth doing. It lets patients pay outstanding invoices online and enables online storefront purchases and membership payments.
Step 7: Share your booking page with patients
Once you've completed the steps above, your clinic is ready to accept bookings. Your booking page is at:
https://{yourclinic}.qliva.com.au/book/{yourclinic}
Share this link in your email signature, on your website, and in your social media profiles. Patients can book, pay a deposit (if required), and complete their intake forms entirely through this page — no login required for the initial booking.
Add a "Book Now" button on your clinic website that links directly to your Qliva booking page. Most website builders make this straightforward with a button or link element.
Optional next steps
These integrations are not required to go live, but are worth setting up as your clinic grows:
Connect your pathology inbox (Medical Objects)
If your clinic receives pathology results, connect your Medical Objects inbox to receive HL7 results directly in the clinical portal. Go to Admin → Integrations → Medical Objects and follow the connection steps. You'll need your HPI-O number and Medical Objects credentials.
Medical Objects integration is available on the Clinical and Enterprise plans. Contact support if you need help getting your Medical Objects account set up.
Connect Xero
Sync your Qliva invoices and payments to Xero automatically. Go to Admin → Integrations → Xero and authorise the connection. Once connected, invoices are pushed to Xero as they are created or paid.
Enable eRx (Parchment Health)
To issue electronic prescriptions, your clinic needs to be connected to the Parchment Health network. Go to Admin → Integrations → eRx (Parchment) and follow the credentialing steps. Each prescribing practitioner will need their own Parchment credentials.