Day one — from an empty practice to a full month

Why

You’re setting up your practice in Planote for the first time and don’t know where to start. This article walks you from an empty account (checklist 0/6 on the dashboard) to a working month: team, children, closures and a schedule.

Note

“Children” and “Therapists” may be named differently for you (e.g. “Learners”/“Students” and “Teachers”/“Specialists”) — it depends on the wording set up in the startup wizard. This article uses the default names.

Click path

1. Startup wizard

On first login, Planote opens a short setup wizard:

1. Wording — decide how you refer to your practice, the children and the team (e.g. “children” and “therapists”, or “students” and “teachers”).
2. Location — the practice address where rooms and the schedule will live.
3. Room — your first room. Without it the calendar has nowhere to schedule sessions.

2. Basic settings

Admin → Settings → Clinic name and bank account number. Parents see the account number at payment time — no copying it out of an email.

3. Session types

Admin → Session types — add your real offering (e.g. hand therapy, sensory integration) with a price per session. Individual and group session types are set up separately (e.g. social skills groups, education classes).

4. Team

Admin → Therapists → Add therapist — name and email. The therapist gets an email invite and sets their own working hours, so the calendar and AutoPlanner know when they’re available.

5. Children — manually or CSV import

Menu → Children → Add for a single sign-up, or Import CSV when you already have a list — a preview of the rows before saving, no re-typing from Excel.

6. Practice closure days

Admin → Closure days — public holidays, school breaks, vacations. Recurring sessions on those dates skip automatically. Closures can repeat every year (e.g. Christmas).

7. AutoPlanner

Admin → Weekly AutoPlanner → New plan — set goals (e.g. how many hand-therapy sessions per week), click Generate proposal, and the engine lays out times based on team availability, rooms and specializations. You approve the proposal manually — automation to start, a human to finish. Details: AutoPlanner.

8. Dues and bank statement

Admin → Payments → Generate monthly — Planote gathers completed sessions and calculates dues for the month. You can import a bank statement CSV so transfers match names and amounts automatically.

9. Waitlist and online booking

When someone calls and you don’t have a free slot yet, open Waitlist → Add to waitlist and choose the Guest mode (name, phone, session type) — the lead stays in the system without creating a full record. Turn on online booking too (Settings, Integrations tab), so parents can sign up themselves without calling the front desk.

Video

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FAQ

Do I have to go through the whole wizard in one sitting? No — you can come back to settings any time and fill in what’s missing.

What if I don’t have a CSV file with children yet? Add them manually as they come in — you can do the CSV import later once you have a list.

Will AutoPlanner overwrite sessions I’ve already scheduled manually? No — it only proposes new times in free slots, and always requires your approval.