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Settings & Configuration

The Settings section is where you configure everything behind the scenes — your clinic profile, users, phone numbers, email, integrations, and more. Most settings are configured once during setup and rarely need to change.

1. Business Profile​

Your clinic's core business information. Make sure this is complete and accurate — it powers email signatures, appointment confirmations, and client-facing content.

Settings > Business Profile

FieldNotes
Business NameYour clinic's full legal or DBA name
Phone NumberYour primary clinic phone (may differ from your Clinivoz line)
EmailPrimary contact email
AddressPhysical address (used in email footers — legally required for CAN-SPAM)
WebsiteYour clinic's website URL
Business HoursWhen your clinic is open; affects scheduling and availability
Time ZoneCritical — affects all automation timing and scheduling
LogoPNG or JPG; appears in emails and client-facing pages

2. My Staff (User Management)​

Add, edit, and manage user accounts for your team.

Settings > My Staff

Adding a User​

  1. Click Add Employee.
  2. Enter name, email, and role.
  3. Click Send Invite.

User Roles​

RoleDescription
AdminFull access to all settings, automations, reporting, and data. Assign to clinic owners and office managers.
UserAccess to contacts, conversations, calendar, and client pipeline. Cannot change settings or billing. Assign to front desk and intake staff.

Managing Permissions​

For finer-grained control, some permission settings can be customized at the user level:

  • Can delete contacts — disable for front desk staff
  • Can export contacts — restrict to protect client data
  • Can see all contacts — or limit to only contacts assigned to them
  • Can manage automations — restrict to admins only

3. Phone Numbers​

Settings > Phone Numbers

Purchasing a Phone Number​

  1. Click Add Number.
  2. Search by area code.
  3. Select a number and click Buy (approximately $1–2/month per number).
  4. Configure the number:
    • Name — e.g., "Main Clinic Line" or "ABA Department"
    • Default — set as the default for outgoing calls/texts
    • Forward to — optionally forward incoming calls to a physical phone number

A2P 10DLC Registration (Required for SMS)​

To send text messages to clients in the US, you must register your business through the A2P 10DLC (Application-to-Person, 10-Digit Long Code) system.

Steps:

  1. Go to Settings > Phone Numbers > A2P Registration.
  2. Click Register.
  3. Fill in:
    • Business Legal Name
    • EIN (Tax ID)
    • Business Address
    • Business Type (Healthcare / Medical)
    • Contact info for registration point of contact
    • Use Case — describe how you use SMS (e.g., "We send appointment reminders, confirmations, and customer service messages to our therapy clinic clients who have opted in.")
    • Message Samples — provide 2–3 example messages you send
  4. Submit for review. Approval typically takes 1–2 weeks.

Until registration is approved, outgoing texts may be blocked or filtered by carriers. Register early — this is a required step.

Voicemail Setup​

  1. Click on your phone number in the list.
  2. Scroll to Missed Call Voicemail.
  3. Upload a custom voicemail greeting (MP3) or record one using text-to-speech.
  4. Save.

4. Email Services​

Settings > Email Services

Configure where your outgoing emails come from.

Option A: SMTP (Your Existing Email)​

Connect a Gmail, Outlook, or other email account:

  1. Click Add SMTP Service.
  2. Enter your SMTP server details (host, port, username, password).
  3. Send a test email to verify.

For clinics sending marketing campaigns or high volumes of email:

  1. Create a free Mailgun or SendGrid account.
  2. Add and verify your sending domain (requires adding DNS records — see your domain registrar).
  3. In Clinivoz, go to Email Services > Add Service, select Mailgun or SendGrid, and enter your API key.

Domain Authentication (Required for Deliverability)​

To prevent your emails from landing in spam, authenticate your domain:

  • SPF Record — tells email providers your domain is authorized to send from Clinivoz
  • DKIM — digital signature that verifies your email wasn't tampered with
  • DMARC — policy that governs how email providers handle failed authentication

Your IT provider or domain registrar can add these DNS records. Clinivoz provides the exact record values under Email Services > Domain Settings.

5. Integrations​

Settings > Integrations

Connect Clinivoz with the other tools your clinic uses:

IntegrationUse Case
Google Business ProfileSync reviews, display appointments, manage local listing
Google CalendarTwo-way calendar sync for therapists
Facebook / InstagramSync leads from Facebook Lead Ads; manage reviews
StripePayment processing
PayPalAlternative payment processing
QuickBooks OnlineAccounting sync
ZapierConnect to 5,000+ apps not natively supported
TwilioAdvanced phone/SMS configuration (if needed)
WordPressConnect forms and landing pages to your WordPress site

6. Custom Fields​

Settings > Custom Fields

Create custom fields to capture information specific to your clinic. See Contacts & CRM for recommended fields.

Custom fields can be created for:

  • Contacts — information about the person
  • Leads — information about the intake process

7. Tags​

Settings > Tags

View, create, rename, and delete tags from a central list. Keeping your tag list clean and organized is important — too many tags creates confusion.

Best practices:

  • Use consistent naming conventions (e.g., title case: Speech Therapy not speech therapy)
  • Delete tags that are no longer used
  • Document what each tag means in your team's onboarding materials

8. Pipelines​

Settings > Pipelines

Create and manage your intake pipelines from here. See Client Pipeline for setup guidance.

9. Templates​

Settings > Templates

Manage all your saved SMS and email templates in one place. Templates can be created, edited, organized into folders, and shared with your team.

10. Notification Settings​

Settings > Notifications

Control how and when you receive alerts:

  • New lead / form submission — immediately (recommended)
  • New inbound message — immediately
  • Appointment booked — immediately
  • New review — within 1 hour
  • Task assigned — immediately
  • Payment received — daily summary

Notifications can be delivered via in-app, email, and push notification (mobile app).

11. Compliance & HIPAA Considerations​

Clinivoz is a marketing and CRM platform. While it includes safeguards and can support HIPAA-conscious practices, please note:

  • Clinivoz does not sign a Business Associate Agreement (BAA) by default. Check with your Clinivoz account manager about BAA availability and your account plan.
  • Limit PHI in Clinivoz: Use Clinivoz for scheduling, communications, and intake — not as a clinical records system. Avoid storing detailed session notes, diagnoses, or treatment records.
  • SMS consent: Always collect written consent before texting clients. This is both a HIPAA and TCPA requirement.
  • Staff access: Use role-based permissions to ensure staff only access the data relevant to their role.
  • Data exports: Restrict contact export permissions to admins only.

12. Billing & Subscription​

Settings > Billing

View your Clinivoz subscription plan, usage (contacts, SMS credits, email volume), and manage your payment method.

Contact your Clinivoz account manager for plan upgrades, downgrades, or billing questions.