Who can change these settings
Business Settings is restricted to practice owners, because everything on it applies across the whole practice. Team members with the admin or member role cannot open it. If you need a change and you are not the owner, ask them to make it.
Booking and cancellation policy
These settings are the rules your booking pages enforce on your behalf, so getting them right removes most awkward conversations about late cancellations.
| Setting | Default | What it does |
|---|---|---|
| Free cancellation window | 48 hours | How close to the session a client can cancel without losing their fee. Inside this window, cancellations default to no refund. |
| Booking notice | 24 hours | The minimum notice for a new booking. Stops someone booking you in twenty minutes. |
| Slot gap | 30 minutes | The spacing between the start times you offer. |
| Client reschedule limit | You set it | How many times a client may move the same appointment themselves. |
| Client cancel and reschedule permissions | You set it | Whether clients can do this at all, or must contact you. |
| Auto confirm timing | You set it | Whether bookings confirm immediately, on payment, a set number of hours before, or only when you act. |
You also write the policy text clients see: your cancellation policy, terms and conditions, privacy policy and consent form, each in a rich text editor. The settings above enforce the rules automatically; this text is what explains them.
Let the settings do the difficult part
If you find yourself repeatedly waiving fees for late cancellations, your window is probably longer than your practice actually operates. Setting a 24 hour window you enforce consistently is kinder than a 48 hour window you apologise around.
Payment configuration
Choose your payment gateway, decide whether to pass processing fees to clients, configure tax and convenience fees, and set up pay later options such as bank transfer and UPI. These are covered in detail in Payments, Transactions and Refunds.
Team permissions
On a group practice, these switches decide how much autonomy your team has. Each is off or on for all members rather than per person, so think of them as describing how your practice works.
- Members can create services. Off keeps your service catalogue and pricing under your control.
- Members can create coupons. Off prevents discounts being issued without your knowledge.
- Members and admins can view form responses. Controls access to intake and feedback answers.
- Members can view client email addresses. When off, addresses are masked.
- Members can view client phone numbers. When off, numbers are masked.
Masking contact details still allows the work
With contact details masked, members can still run sessions, write notes and message clients through Conversations. What they cannot do is take the client's contact details outside the platform.
Letterhead and branding
Letterhead settings control the header and footer on printed notes and reports. Set this up before you send your first report, because it is what makes a clinical document look like it came from a real practice.
Practice level images, including your logo, cover and footer, are managed in Profile Customisation. On a group practice these apply to your public pages and your team page.
Could not find what you needed? Email support@pracflow.ai or use the Need Help button in your dashboard.