How to Set Up Your CompanyOn Account

How to Set Up Your CompanyOn Account

How to Access and Complete Your Practitioner Profile in CompanyOn

The practitioner profile controls scheduling, online booking visibility, documentation, and billing.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "View My Profile" from the dropdown menu that appears.

Complete your personal and professional information

• Enter your first and last name

• Complete your demographic information

• Add professional details and registration if applicable

• Select your preferred language

Configure profile visibility and display

• Toggle on "Online booking / to show?" to make your profile visible on the booking page

• Enter a Color Code (hex value) or click the color box to assign a calendar color

• Add a professional bio

Assign services and requirements

• Assign the services the practitioner provides

• Track HR-related requirements if applicable

Connect Google Calendar

• Link your Google account if synchronization is required

Set availability

• Click on each day of the week to activate or deactivate it

• Set a start time and end time for each active day

• To add a break, click "Add Break" within the day and enter the start and end time

Important note: Availability directly impacts calendar scheduling and online booking. If not configured correctly, booking will not function as expected.

Once complete, proceed to configure the business profile.

How to Set Up Your Business Profile in CompanyOn

The business profile defines branding, invoicing, business identity, and online services configuration.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "My Business" from the dropdown menu that appears.

Complete your business information

• Click "Select File" to upload your business logo

• Enter your Business Name and Business Legal Name

• Add your Phone, Email, and Website

• Enter your Address and Apto/Suite if applicable

• Check "Same Billing Address" if your billing address matches your business address

Configure invoice settings

• Set your Invoice Prefix

• Set your Payment Prefix 

• Enter your Business Number

Configure booking window and automations

• Use the "Release months for online booking" dropdown to set how many months in advance clients can book

• Toggle on or off each Automation based on your business needs:

  • Billing communications

  • Appointments communications

  • Autosave

  • Show next appointment on invoice

  • Show credit balance on invoice

  • Allow charge Stripe fees

  • Show address online

  • Show duration on invoice

Add footer notes

• In the "Add footer note to invoices" field, enter any payment instructions or notes you want to appear at the bottom of every invoice

Add social media

• Click "Add social media +" to add a new social media link

• To edit an existing social media link, click the pencil icon next to the corresponding social media icon

Set time zone

• Confirm the correct Timezone from the dropdown

3. Please click "Save" at the bottom of the page to apply all changes.

Important note: The time zone affects bookings, reminders, and all scheduling logic.

How to Activate Online Services in CompanyOn

Online Services enables client-facing booking, business visibility, and the client portal.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "My Business" from the dropdown menu that appears.

3. Scroll down to the "Online Services" field at the bottom of the page.

4. Enter your subdomain name.

5. Click "Save" at the bottom of the page.

What this creates

• Online booking page

• Business profile page

• Client access portal

Important note: Without a subdomain, clients cannot book online and no client portal will exist.

Having trouble? If your online services are not working as expected, verify that:

• Your subdomain has been created and saved

• Your services have online booking enabled

• Your availability has been configured

If the issue persists, contact our support team for assistance.

Once complete, proceed to create and configure services.

How to Create and Configure Services in CompanyOn

Services define scheduling, billing, online booking, and documentation workflows.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "Services" from the dropdown menu that appears.

3. Click the "Create Service" button at the top left of the screen.

4. A form will appear. Complete the following fields:

Configure service basics

• Enter the Name of the service

• Enter the Price and review the Price Total

• Enter the Penalty (cancellation fee) if applicable and review the Penalty Total

• Enter the Duration in minutes, or check "All day" if it applies

Configure taxes

• Check the applicable tax boxes: PST, GST, HST, or IVA

Assign users

• Under "Users", check "All" to assign all practitioners, or use the "Select..." dropdown to assign specific users

Assign chart entries

• Use the "Chart Entries" dropdown to attach a pre-selected chart template to this service

Define service type

• Select one of the following: Home Visit, In Clinic, or Virtual

Configure online booking

• Toggle "Show on online booking" to Show or Hide depending on whether you want this service visible for online booking

Configure padding time

• Enter a number in the "Padding Time (Minutes)" field to add buffer time between appointments

Enable online payment

• Toggle "Require online payment" to Yes if you want to require prepayment for this service

Note: This option requires a Stripe connection to function.

Add a description

• Enter a description of the service in the "Description" field

4. Click "Save" to create the service.

Important note: If a practitioner is not assigned under Users, the service will not appear correctly in scheduling or booking.

Once complete, proceed to set up chart templates.

How to Customize Chart Templates in CompanyOn

Chart templates are used for documentation inside the client case file.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "Templates" from the dropdown menu that appears.

3. Click on the "Template Library" tab at the top of the page.

Find and add a template

• Browse or search for the template you want to use

• Click the "+" icon (add button) on the right side of the template row to add it to your Form Builder

Customize the template

1. Click on the "Form Builder" tab at the top of the page.

2. Find the template you just added and click the pencil icon to open and edit it.

3. Make your changes:

   • Edit labels

   • Modify the structure

   • Add or remove fields

4. Click "Save" to apply your changes.

Important note: Templates must be added to the Form Builder before they can be used in client records.

Once complete, proceed to assign templates to services or use them in client records.

How to Create a Dynamic Form in CompanyOn

Dynamic forms allow full customization of documentation templates.

Step by step

1. Click on your profile photo (or initials) in the top right corner of the screen.

2. Select "Templates" from the dropdown menu that appears.

3. Click the "Create Dynamic Form" button.

4. Build your template:

   • Start with a blank template

   • Drag and drop components to build the structure

   • Label the template

   • Configure each field as needed

5. Scroll down to preview the template before saving.

6. Click "Save" to apply your changes.

How to use a dynamic form (usage workflow)

1. In the left sidebar, click the people icon to open the Clients module.

2. Click on the client's name to open their timeline.

3. Click the "Add New Entry" button at the top center of the timeline.

4. Select the template you want to use.

5. Complete the documentation.

6. Click "Save".

Once complete, proceed to review the full setup checklist.