Set up your organization

This journey walks through setting up a new organization from start to finish: from the physical locations to inviting the first staff members. Each step links to the view reference page for the details — here you mainly learn which steps to take, in what order, and why.

The order is deliberate: you first put the building blocks in place (locations, teams, roles and appointment types) and only then invite users, so you can give each invitee the right role straight away and link them to a team on their detail screen.

1. Create locations and rooms
2. Set up teams
3. Define roles and permissions
4. Set up appointment types
5. Invite users

Setting up touches several admin screens. For the whole journey you'll need the permissions locations.create, rooms.create, team.manage, roles.create, appointment_types.create, users.invite and users.update. These screens are meant for the organization administrator.

Step 1 — Create locations and rooms

Start at Locations & rooms. Create a location for each branch or practice and record the address, the contact details and the AGB code — that is used later for billing and appointments. Then add the rooms within each location that you can link appointments to.

→ Details: Creating a location and Creating a room.

Step 2 — Set up teams

In Teams, create the teams you use to group practitioners — for example to assign work or to target signals. You don't have to add the members yet: you link new users to a team in step 5. If users already exist, you can add them as members here directly.

→ Details: Creating a team and Adding a member.

Step 3 — Define roles and permissions

In Roles & permissions you decide what staff members may see and do in Scrivio. Scrivio ships a set of system roles; create your own roles in addition when your organization needs a different breakdown. Finalize the roles before step 5, so you can assign the right role with every invitation.

→ Details: Creating a role and Assigning permissions.

Step 4 — Set up appointment types

In Appointment types, define the kinds of appointments that can be scheduled — an intake, a treatment consult, a phone contact. For each type you set, among other things, the billing category, the default duration and which professional groups may perform it. Without appointment types nothing can be scheduled in the calendar later.

→ Details: Creating an appointment type.

Step 5 — Invite users

Finally, invite your staff members in Users. When you invite someone you fill in the email address and the role from step 3; the user sets their own password via the link in the invitation email. Once they accept, you manage the remaining details on their detail screen: link the user to a team from step 2 and assign extra roles if needed.

→ Details: Inviting a user, Assigning roles and Assigning a team.