How to create an account and invite your team
Creating an account takes 5 minutes. Inviting a team — another 2 minutes per person. That's all that stands between you and your first visit.
Step one — create an account
Go to heltio.pl and click "Try demo" or "Create account · 14-day trial". The demo lets you click through the app without creating an account — useful if you want to see what Heltio looks like before deciding.
When creating a real account:
- Provide an email and password. You can also sign in with Google.
- Enter your clinic name — it can be your own company or a studio with several therapists.
- Pick a time zone (default Europe/Warsaw).
- Done — you have an account with the "OWNER" role and a 14-day trial.
Step two — fill in company data
In Settings → Company data fill in:
- Full company name (as in the Polish business register CEIDG/KRS)
- NIP (Polish tax identification number — required for invoices)
- Address
- Phone number
- Bank account number (for invoices)
These details are enough to start taking visits. KSeF (e-invoices) is configured separately — see How to issue an invoice in KSeF.
Step three — invite your team
Open Team → Invite people. Each invitation requires:
- The person's email (the link goes to this address).
- Role — Practitioner, Assistant, Administrator, or Co-owner.
Practitioner (PRACTITIONER)
The most common role. Can run their own calendar, write notes, and issue invoices for their own visits.
Assistant (ASSISTANT)
Reception: sees all calendars, adds patients, but does not write medical notes.
Administrator (ADMIN)
Configures the company, sends invitations, manages invoices. Does not have access to other therapists' medical data (unless you're a solo practice).
Co-owner (OWNER)
Full permissions, including deleting the company. There should be at least two — one as a backup in case the other loses access to their mailbox.
Each invitee receives an email with an activation link. The link is valid for 7 days. Once clicked, they create an account, set a password, and land straight in your clinic.
What to do if someone didn't receive the email
- Check the Spam folder — the first emails from hello@heltio.pl sometimes end up there.
- In Team → Invitations you can resend or cancel an invitation.
- If the email has expired, just send a new one.
What's next
The first week is usually:
- Adding 5–10 patients (manually or via CSV import)
- Scheduling the first visits
- Setting up note templates (if you use SOAP — Heltio has ready-made ones)
- The first invoice (KSeF test)
If you prefer a checklist, open What you can do in your first week.