Clinic settings
Configure your clinic profile, units, communications, and integrations.
On this page
Clinic profile
Go to Settings → Clinic profile to set your clinic's name, address, phone number, website, and logo. This information appears on invoices, discharge summaries, and the owner portal.
| Field | Where it appears |
|---|---|
| Clinic name | Invoices, owner portal header, SMS messages |
| Address | Invoices, booking page |
| Phone number | Invoices, owner portal, booking page |
| Logo | Invoices, owner portal, booking page |
| Website | Owner portal footer |
Unit preferences
Chartling stores all weights in kilograms and distances in kilometers internally. The display unit is a per-clinic preference. Changing it here affects how weights and distances are shown across Chartling for all staff and in the owner portal.
| Setting | Options | Affects |
|---|---|---|
| Weight unit | lb (default), kg | Patient weight display, dosing UI, invoices |
| Distance unit | mi (default), km | Service radius display (mobile grooming) |
The stored value (kg/km) is always preserved. Changing the display unit only changes how the value is shown. A 32 kg patient stays 32 kg in the database; the display switches between "70.5 lb" and "32 kg" based on your setting.
SMS communications
Texts send from a shared Chartling number by default, with no setup required to start sending reminders. Go to Settings → Text messaging to connect your own toll-free number instead, so messages show your clinic's own identity. If you already have a toll-free number verified in a Twilio account, paste it in directly (with an optional Messaging Service SID) and it's usable immediately; buying and verifying a new number through Chartling is being rolled out and may not be available on every account yet. Disconnecting falls back to the shared number rather than turning SMS off.
Replies are two-way: an owner's text back comes into the same unified Inbox as email and portal messages, and staff with inbox.reply can respond from there.
The same Settings → Text messaging page also has an Inbound calls section (Practice tier) for answering calls to your clinic's number. See SMS & reminders for the full setup.
Integrations
| Integration | What it does | Setup |
|---|---|---|
| Google Calendar | One-way sync of the clinic appointment schedule to staff Google Calendars | Settings → Data & integrations → PIMS & integrations → Connect |
| PIMS push (ezyVet, Provet Cloud, Vetspire, Digitail) | Pushes finalized visit data to your existing PIMS (Intelligence and Practice tiers) | Settings → Data & integrations → PIMS & integrations → enter API credentials |
| QuickBooks Online | Posts daily revenue as a journal entry and sends staff worked hours for payroll | Settings → Data & integrations → PIMS & integrations → Connect QuickBooks, then Settings → Accounting to map accounts |
Other major PIMS systems (Cornerstone, AVImark, ImproMed, IDEXX VetConnect PLUS, and others) aren't self-serve yet. The integrations page shows a Request support option for these, which notifies our team to follow up.
Entering your PIMS credentials verifies the connection, but Chartling holds new PIMS push integrations in a sandbox mode while we confirm the data mapping is correct for your specific PIMS configuration. Contact support@chartling.io once you've connected and we'll verify the mapping and turn on live push. There's no self-serve toggle for this step.
QuickBooks accounting
Once QuickBooks is connected, go to Settings → Accounting (permission settings.integrations.write) to set it up. This is two independent tools sharing one page. Using one doesn't require the other:
- Account mapping & daily posting: map each kind of charge (revenue), payment method (deposit), and sales tax to the matching QuickBooks account. Once every row is mapped, pick a day on the Post a day panel to preview the exact journal entry (one line per account, debits and credits) before sending it. A day can only be posted once; posting again just shows you the entry that already went through.
- Time cards (Operations and Practice tiers, feature
scheduling): link each staff member to their QuickBooks employee record, then push a pay period's worked hours as QuickBooks time activity so payroll doesn't have to be re-keyed. Chartling sends plain worked time only. It holds no pay rates and applies no overtime, holiday, or shift-differential rule, so apply those in QuickBooks before running payroll.
Service modules
If your clinic offers boarding, daycare, grooming, or training, each module has its own settings page. Go to Settings → [Module name] to configure capacity, rates, and agreements.
Multi-location
Practice-tier clinics with more than one physical location can link them into a network from Settings → Network. Networked locations stay org-isolated for clinical and billing data. This is about giving staff and management visibility across sister locations (shared team directory, cross-location scheduling context), not merging patient records between clinics.
Importing from your old system
On the Operations and Practice tiers (not Intelligence), Settings → Import data gives you an AI-assisted migration tool: upload a spreadsheet, PDF export, or document from your previous system, and Chartling parses it into draft patient, client, and inventory records. Nothing is written to your live data until you review the parsed results and commit them. It's a guided review-and-confirm flow, not an instant one-click swap. Larger migrations (a full PIMS export) are best done with support's help; contact support@chartling.io to get started on a full migration.
FAQ
Yes. The stored value is always in kg; changing the display unit just changes the label. No data is converted or lost. Dosing calculations always use kg regardless of display unit.
Nothing to set up. SMS reminders already send from a shared Chartling number. If you'd rather messages show your own clinic's identity, go to Settings → Text messaging and connect a toll-free number: if you already have one verified in your own Twilio console, connect it there directly, or contact support@chartling.io. Buying and verifying a new number in-app is rolling out gradually.
Most settings are Admin-only. Non-admin staff can view (but not edit) some settings. Sensitive areas (billing, integrations, team management) are Admin-only with no read access for other packs.