Getting Started with PracticeRunner

A complete guide to setting up your organization, understanding the main modules, and configuring your practice settings.

Welcome to PracticeRunner

PracticeRunner is therapist-founded, built by a practicing therapist through active clinical use, and refined with close colleagues around real clinical workflows. This guide walks through the basics so you can get set up and run the day-to-day side of practice with fewer administrative snags.

1. Creating Your Organization

Getting started is meant to be straightforward.

1. Sign Up: Create an account using your email. We use a secure magic link system, so you don't need to remember another password.
2. Create Organization: Upon your first login, you will be prompted to create your organization. Enter your practice name and basic details.
3. Onboarding: You will be guided through a short onboarding flow to set up your initial preferences and main location.

Once completed, you will land on your new dashboard, ready to start.

2. Main Areas of the App

Most of your work will happen in a few main areas:

Calendar

Use the calendar to:

• schedule appointments
• see your day, week, or month
• block off time
• open appointment details, notes, and billing actions

Clients

Each client record brings together:

• contact and demographic details
• diagnoses, notes, and uploaded documents
• forms and signed paperwork
• billing history, invoices, and superbills

Billing

Use Billing when you want a practice-wide view of:

• invoices
• payments
• statements
• superbills

Tasks

Tasks help you keep up with follow-up work, especially when something belongs to a specific client or appointment.

Reports

Reports help you review income, attendance patterns, and other practice trends.

Activity

Activity shows a record of important actions inside your organization.

Conversations

Use Conversations to manage secure messages, prospective-client inquiries, appointment requests, and client replies in one place.

Team roles

Owners can invite admins and, on supported plans, associates or additional providers. Admins are for non-clinical practice support such as scheduling, billing, intake, and settings help. When authorized, admins can use Act as Provider to configure provider-specific operational settings while the activity log still records the admin as the person who performed the action.

3. Configuring Your First Settings

Settings includes many practice preferences, but you do not need to configure everything on day one. Start with the areas that shape how clients schedule, complete paperwork, and pay.

Billing

Open Settings → Practice → Billing to set invoice defaults, payment methods, bank transfer (ACH) or card availability, and any per-session bank transfer or manual-payment discounts your practice uses. If you plan to accept online payments, connect Stripe before turning on card or bank transfer payment options.

Portal

Open Settings → Practice → Portal to turn on the client portal for intake, forms, documents, secure messages, appointment reminders, and client calendar feeds. When the portal is enabled, you can copy the portal link and share it with clients who need secure access.

Client Scheduler

Use the Client Scheduler settings to control online scheduling.

• Settings → Practice → Client Scheduler controls the practice scheduling link, public scheduling availability, consultation request behavior, buffers, and age rules.
• Settings → Account → Client Scheduler controls whether you appear in the scheduler, your provider scheduling link, and your provider-level booking limits.
• Calendar → Availability controls the actual times clients can request. Add availability blocks for the services, locations, and session formats you want to offer to prospective and existing clients.

If clients should be able to request or book sessions online, configure the practice scheduler, the provider scheduler, and your calendar availability. After you test the link, add it to your website as a clear call to action such as Book a Session Now, Request a Consultation, or Make an Inquiry.

For more detail about non-clinical support staff, see Admin Role and Acting on Behalf of Providers.