Right after creating an account you land on the Welcome to Heltio screen. It is a junction, not a wizard: it looks at what your account holds and routes you onward — to the dashboard, to a clinic application, or to a waiting invitation. There is no checklist to tick off here; the clinic is set up in Settings, at your own pace.
How to do it
Get through the Welcome to Heltio screen
The screen opens with Let's get you to the right place. Pick what fits your situation. and shows three tiles:
- Create your clinic — leads to the clinic application. Button: Start application.
- I'm waiting for an invitation — if somebody added you to their clinic. The Refresh button checks again.
- Try a demo clinic — a ready-made clinic full of data, to look at with no commitment.
When an invitation is waiting for you, the screen shows it above the tiles — with the role, the person inviting, the expiry date and an Accept invitation button.
Already have an approved clinic? The screen does not stop you at all — it takes you straight to the Dashboard. An application in progress routes you to the waiting page, and a rejected one shows the reason and a button to reapply.
Choose a practice profile
On your first entry into an approved clinic, Heltio asks once: How does this clinic document visits? The options are Physiotherapy, Osteopathy, Physiotherapy and osteopathy and Complementary therapies.
The choice decides which visit card and which note mode are the defaults. The screen says plainly this is not forever: You can change this later in Settings. Only the clinic owner or an admin sees the question.
Fill in the clinic details
Settings → General holds the company details, address and contacts — they go onto invoices and onto the public clinic page. Do this first, because everything else rests on it.
Add services
Settings → Services (in the Clinic group). Without at least one service you cannot add an appointment — the service carries the duration and the price.
Invite the team
Settings → General → Team members → Invite Member. You choose the role while inviting and change it later on the same list.
Set working hours and open the calendar
Each person's working hours are set from the team members list. Only then does the Calendar have something to draw a day from, and only then does online booking know when to offer slots.
Enter patients and record the first appointment
Patients takes both individual cards and a bulk import from a file. Then you go back to the Calendar and record the first real appointment — the best test of whether the earlier steps are complete.
When something doesn't work
We couldn't load your account. Try again, or sign out and back in.
What this means: The welcome screen did not get the account data — usually because the connection dropped just after signing in.
We couldn't save this — taking you to the dashboard. You can set the practice profile later in Settings.
What this means: The practice profile choice did not save, but Heltio does not strand you on that screen.
Your clinic application is under review. You'll get full access once approved.
What this means: The clinic application is awaiting approval, so the dashboard is not open yet.
Your application was not approved
What this means: The Heltio team rejected the clinic application.
Who has access
Clinic AdminEveryone sees the Welcome to Heltio screen right after signing in, but steps 3–7 are done by the clinic owner or an admin. Practitioners and reception go straight to the Dashboard and work on what is already set up.
Related
- Clinic registration — what happens before this screen.
- Clinic invitation — how the rest of the team joins.
- Clinic details — exactly what you fill in at step 3.
Related features
Clinic registration
The application to open a clinic on Heltio: six steps filled in online, then approval by the Heltio team — usually within 1–2 business days.
The clinic invitation and accepting it
What the invitation screen opened from a link looks like, what its states mean, and how an admin adds someone to the team under Settings.
Clinic details — name, contact, time zone
The Clinic Information card holds the name, address, phone, email and time zone. The tax details — NIP and bank account — live somewhere else, and this article says where.
Public clinic profile
The clinic's shopfront for patients: logo, description, gallery, hours, map and team. The editor works and is worth filling in, but the public page itself is switched off for the beta.