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Onboarding Guide: Admin & Operations Team Members

👋 Welcome to Wellifiy. As an Admin or Operations Team Member, you play a key role in setting your Organisation's platform up for success.

This guide is your setup pathway: five phases, in the order most Organisations tackle them. Each step gives you the shape of the task and links to the full walkthrough, so this page stays your map while the linked articles carry the detail. Work top to bottom, and skip anything that doesn't apply to your Organisation (for example, Billing if you don't take payments through Wellifiy).

👥 Phase 1: Set Up Your Team

  1. Add your Team Members. Go to Administration → Team Members and create an account for each person, assigning them a Role as you go. → Creating New Team Member Accounts
  2. Configure Roles and Permissions. Wellifiy ships with two system Roles (Super User and Clinician) and lets you build unlimited custom Roles, each with its own set of permissions. Set these up before inviting your wider team so everyone lands with the right access. → Create Roles and Permissions and Assign Roles and Permissions
  3. Complete provider profiles. Bios, professions, and Specialities / Areas of Interest are visible to patients when booking, so it's worth filling these in early — Team Members can do it themselves via My Profile, or an Admin can do it on their behalf. Which of these fields act as booking filters or appear on provider profiles is controlled under Administration → Booking Profile Settings. → Team Members Overview and Configuring Provider Booking Profile Settings

💡 Two things worth knowing from day one: a Team Member's email address can't be changed once their profile is created — if you've entered the wrong one, archive the profile and create a new one. And Team Members are never deleted, only archived: their Case Notes and Appointments stay intact, but they can't log in, be booked, or appear in dropdowns.

📅 Phase 2: Set Up Booking

  1. Create your Bookable Services. Define what patients can book — name, duration, padding, booking intervals, and optional extras like video calls. → Creating Services (Individual Appointments)
  2. Connect Team Members to the Services they deliver. → Connect Team Members to the Services They Deliver
  3. Set each provider's availability. Weekly availability plus Unavailability blocks for leave and training. → Setting Up Team Member Availability
  4. Make providers bookable. Activate each provider's calendar and add them as Bookable Providers on the right Patient Groups — this is what controls who patients can actually book. → Making a Provider Bookable
  5. Choose your booking flow. Decide whether self-booking patients pick a provider first or a Service first — set under Administration → Portal Settings. Provider-first is the default, so there's nothing to do unless you want to switch. → Choosing a Booking Flow: Provider-First or Service-First
  6. Encourage calendar sync. Team Members can two-way sync their Wellifiy calendar with Google Calendar or Outlook via My Settings → Calendar Sync — external commitments block their Wellifiy availability, and Wellifiy bookings appear in their external calendar. Only the Team Member themselves can set this up. → Calendar Sync

👥 Phase 3: Set Up Patient Groups

  1. Understand the model first. Patient Groups control everything a patient sees and can do — content, booking, contacts, Crisis Support Services, and app configuration. Five minutes here saves rework later. → Intro to Patient Groups
  2. Create and configure your groups. Every system includes a protected Default Patient Group whose content seeds all other groups; clone it or build new groups per cohort, program, or client company. → Setting Up a Patient Group
  3. Configure Crisis Support Services. Set up your helplines under Administration → Portal Settings, then choose which services each group's patients see — they appear in the app and automatically inside each patient's Safety Plan. → Setting Up Crisis Support Services
  4. Assign content. Use Wellifiy's clinician-curated Content Library and your own custom modules, assigned per group into sections like Listen, Watch, Boost, Sleep, and Tools & Resources. → Content Management Overview, Creating a Content Module, and Configuring Content for Patient Groups

💡 EAP and multi-employer setups: create one Patient Group per client company and share that group's unique Access Code with its employees. Anyone signing up with the code lands in the right group automatically — no manual sorting.

🧑‍🤝‍🧑 Phase 4: Bring In Your Patients

  1. Decide how patients join. There are three paths, and they can coexist: staff create patients directly, patients self-register (with or without an Access Code), or onboarding questions allocate self-registered patients to groups. → Assigning Patients to a Patient Group
  2. Create patients manually and invite them. Patients are active as soon as you save; Send Invitation emails them a Temporary Password and download links. → Creating a New Patient and Sending Their Invitation
  3. Or let patients self-register. Configure Access Codes, email verification, and (optionally) manual approval so self-created accounts are held in Pending Patients until reviewed. → Patient Self Sign-Up / Account Creation and Patient Management Overview
  4. Set up onboarding questions. Ask new patients a short set of questions on first login — including an optional question that allocates them to the right Patient Group. → Patient Onboarding
  5. Migrating from another system? Bring existing patients across in bulk via CSV. → Bulk Import Patients

💳 Phase 5: Set Up Billing (If Applicable)

  1. Connect your Stripe account. Under Billing → Billing Setup. Choose your currency carefully — it's difficult to change later. → Connect Your Stripe Account
  2. Create Billable Services and attach them to your Bookable Services, so patients pay at booking or invoices are generated automatically. → Create a Billable Service
  3. Know your way around Invoices. Auto-created from bookings, or created manually for ad hoc charges; payment requests, manual payments, and receipts all live here. → Managing Invoices

🧭 Where to Get Help

  • Search the Knowledge Hub — every step above has a full walkthrough, and most have screenshots
  • Ask Joy, the Knowledge Hub chatbot, for quick answers
  • Still stuck? Email our Support Team — see Still Need Help? Contact Our Support Team

🎯 Work through the five phases and your platform will be ready for patients: team in place with the right permissions, booking flowing, groups delivering the right experience to the right people, and payments handled.