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Setting Up a Patient Group

Creating a Patient Group is the first step to delivering a personalised experience in the Wellifiy platform. Each group defines which Team Members are involved, which providers and Services patients can book, what content and features are available, and which Crisis Support Services appear for patients.

🌀 Want to Save Time? Use Clone

If you're creating a group similar to one that already exists, the Clone Group function duplicates the entire configuration with one click.

  1. Go to Patient Management → Patient Groups
  2. Find the group you want to base the new one on
  3. Click the ••• menu and select Clone Group
  4. Enter a new group name and click Save

✅ You can then edit any part of the cloned group to make changes specific to the new audience.

✅ Creating a New Group from Scratch

  1. Go to Patient Management → Patient Groups
  2. Click the + New button (top right)
  3. Give the group a name and click Save

An Access Code is generated automatically when the group is created — patients use it in the self-sign-up flow if your Organisation has that configured.

Once the group exists, all configuration happens on the Patient Group screen, organised into the tabs below.

🧩 The Patient Group Tabs

Open a group from Patient Management → Patient Groups to see its tabs:

  • Patients — the patients currently in this group. A patient can only belong to one Patient Group at a time.
  • Patient Group Details — the group's name, approval setting, Access Code, Export Code (used to map this group's data in exports and the API), created date, the group's Snapshot (see below), any Custom Fields configured for Patient Groups, and the Patient Journeys the group's patients are enrolled in, with each journey's current Stage.
  • Segments — sub-groupings within the group for more granular reporting. Segments are activated by Wellifiy on request per Organisation, so if you can't see this tab it likely isn't enabled for your environment yet.
  • Patient App Configuration — which features and tools are available to this group's patients in the Patient App and Patient Web Portal (for example the Appointments module and Book Appointments setting). Changes here cascade to all patients in the group.
  • Crisis Services — the Crisis Support Services (e.g. crisis lines) shown to this group's patients in the Patient App, including automatically inside the Safety Plan. Click Edit, select one or more services from the list, and Save.
  • Contacts — contact details shown to this group's patients in the Patient App. These are optional at group level and useful for multi-region setups; Organisation-wide contact details can also be set under Administration → Portal Settings.
  • Content — the Content Modules available to this group.
  • Team Member Access — which Team Members can see and work with this group's patient records. Team Members without the View All Patients permission only see patients whose Care Team they're in, plus patients in groups they have Team Member Access for.
  • Bookable Providers — which providers this group's patients can see and book when making an appointment. Access and booking are separate: a provider can have record access without being bookable, and vice versa.
  • Bookable Services — which Services this group's patients can book.
  • Documents — documents shared with this group.
  • Quota Plans — usage allowances (sessions, minutes, or dollars) for this group's patients. Quotas may require activation for your Organisation — see Setting up Quotas.

📘 For the access vs booking distinction in detail, see Patient Groups - Access vs Booking: What's The Difference? and Making a Provider Bookable.

⚙️ The Edit Patient Group Modal

Click Edit (top right of the Patient Group screen) to open the Edit Patient Group modal. This is where you can:

  • Rename the group
  • Add or update the group's Snapshot (see below)
  • Tick "Manually approve self-created Patient accounts before access is allowed" if patients signing up with this group's Access Code must be manually approved before their account is activated (they'll appear in Pending Patients until approved). The Patient Group Details tab shows the current state of this setting.
  • Set the Patient Answer That Assigns to This Patient Group, if your Organisation uses the group allocation question during onboarding — see Patient Onboarding

📌 The Patient Group Snapshot

The Snapshot is a short note that sits in a highlighted panel at the top of the Patient Group Details tab, so anyone who opens the group sees it straight away. It is visible to Team Members only and does not appear in the Patient App or Patient Web Portal.

Use it for information that should be salient at a point in time, for example:

  • Account management notes on groups that represent an employer or a business
  • A temporary change to a program, funding arrangement, or referral pathway
  • Anything the team should know before working with this group's patients

To add or change it, click Edit at the top right of the Patient Group screen, update the Snapshot field, and click Save. The field takes plain text and has no set length limit, though a brief note stays easier to scan. Groups with no Snapshot set display a dash, and clearing the field returns the panel to that state.

💡 Best Practices

  • Clone an existing group rather than starting from scratch when configurations are similar — it's faster and keeps setups consistent
  • Review the Bookable Providers and Bookable Services tabs before adding patients, so the booking experience is right from day one
  • Keep Crisis Support Services current for every group — they appear automatically in each patient's Safety Plan
  • Revisit the Snapshot when circumstances change so the note your team relies on stays accurate

Next step: ➡️ See Assigning Patients to a Patient Group for the three ways patients end up in a group.