đĽď¸ For practice admins using Practice HQ on the web. You need the Settings permission to change practice details, locations and rooms. Assigning providers to locations needs Providers and admins.
This article shows you how to set up your practice's core details, add office locations and assign providers to them, and manage the rooms that in-person sessions are booked into.
In this article
1. Practice details
Practice details holds your practice's contact and business information.
Go to Settings â Organization â Practice details.
Click Edit.
Update the fields you need (listed below).
Click Save Changes, or Cancel to discard your edits.
Practice Name (required), Legal Name (your registered business name) and Website.
Location: your main office street address, city, state and ZIP.
Primary Contact: Contact Name, Title, Email and Phone.
Practice logo: upload a JPG, PNG, WebP or HEIC image up to 5 MB. The logo upload only appears while you're editing.
đĄ Tip: Your logo shows at the top of the Practice HQ sidebar and in your clients' video session room.
2. Setting up locations
Locations let a practice with more than one office keep each office's address and assign providers to it.
Go to Settings â Organization â Locations.
Turn on Multiple practice locations.
Click Add Location.
Enter a name (for example "Downtown Office") and the full address. Address Line 1, City, State and Zip Code are required; Address Line 2 is optional. Each location needs a unique name.
Click Add Location to save it.
Your main office
Your main office is marked Default and can't be deleted.
You can only change its name here (Edit Location Name). To change its address, edit Location under Practice details.
Assigning providers to locations
Once multiple locations is on, the Providers & admins roster shows a location column you can change for each provider. This needs the Providers and admins permission.
The Add provider dialog also lets you pick a location for a provider you're adding. See Adding and managing your team.
â ď¸ Important: Deleting a location unassigns every provider who was assigned to it.
3. How locations are used on appointments
When multiple locations is on, each in-person appointment keeps a record of its office.
The office is recorded when the appointment is booked, from the office picker or the provider's assigned location.
You can change the office on an individual appointment.
Recurring series record the office on every occurrence.
Reminders, calendar invites and the service facility on insurance claims use the appointment's recorded office.
Reassigning a provider to a different location later does not change the address on appointments that were already booked.
For booking appointments, see Practice scheduling.
4. Managing rooms
Rooms represent the physical spaces at your practice, so in-person sessions can be booked into a specific room and double-bookings are easier to avoid.
Go to Settings â Organization â Rooms, or click Manage Rooms from the room schedule. Managing rooms needs the Settings permission. Booking rooms and room holds needs Scheduling.
Click Add Room.
Enter a name (for example "Serenity Room").
Click Create Room.
To rename a room, open its ⎠menu, choose Edit, then click Update Room.
Use Deactivate / Activate to change a room's status. Each room shows as Active or Inactive.
Use Delete to remove a room permanently. This only works if the room has no upcoming bookings. Otherwise you'll see "Cannot delete room with upcoming bookings. Deactivate it instead."
Rooms are practice-wide. Any provider at any location can book any active room.
â ď¸ Important: Deleting a room is permanent and also removes all of its booking records. If you want to keep a room's history, use Deactivate instead: it hides the room from the room selector during booking but keeps its existing bookings.
If your practice is set up in Charter School mode, the Rooms setting is hidden. School-based practices manage space differently, so this is expected. For booking rooms and the room schedule, see Room schedule and bookings.
Frequently asked questions
How do I change my main office address?
Edit Location under Settings â Organization â Practice details. On the Locations page you can only rename the main office.
What happens to providers when I delete a location?
They're unassigned from it. Their appointments that were already booked keep the office they were booked with.
Can I assign rooms to specific locations?
No. Rooms are practice-wide: any provider at any location can book any active room.
Why can't I delete a room?
It still has upcoming bookings. Deactivate it instead, so it can't be booked again but its existing bookings stay.
What's the difference between deactivating and deleting a room?
Deactivating hides the room from booking and keeps its bookings. Deleting removes the room and all of its booking records, and can't be undone.
Why don't I see Rooms in Settings?
Rooms is hidden for practices set up in Charter School mode. If that's not your practice type, check that you have the Settings permission.