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Help and guide

How to work with ClinicBase, step by step. Stuck? In the app, top right, is the question mark: ask your question there, to the AI or to us.

Getting started

After creating your account you choose your practice's name and what you do (skin therapy, injectables or something else). The start page then shows Finish your practice.

  1. Set up with AI: a conversation that goes through your contact details, opening hours, treatments (from your website, a price list or a file), the rules for online booking and your invoice details with you. You confirm every step before anything is saved.
  2. Or Set up by hand: the same steps as a list; each step is ticked off when it is done.
  3. Confirm your email address (the link in your email, or Settings → Account). Without confirmation no emails go to clients and online booking cannot be switched on.

Switching from another system? See Switching.

Treatments, prices and procedure codes

  1. Go to Treatments and choose Add treatment: name, duration, price, colour in the agenda and, if needed, time for preparation and clearing up.
  2. Choose the kind: Medical (refundable) is exempt from VAT and goes on the invoice with its procedure code; Cosmetic gets VAT.
  3. Switch on Bookable online for treatments clients may book themselves.

Procedure codes (prestatiecodes, below the treatments) are not treatments to book: you choose them on an invoice line ("Declare as") when the treatment was reimbursable care. Skin therapists can add the usual codes in one click. A treatment you no longer offer you archive; invoices and history stay right.

Opening hours and days off

  1. Settings → Opening hours: your hours per weekday, with a break if you have one.
  2. A holiday or a day off: Add exception on the same page.

Online booking follows them by itself: outside your hours and on days off nobody can book online. In the agenda itself you can always plan.

Switching on online booking

  1. Settings → Online booking. Choose the address of your booking page (for example clinicbase.nl/boek/your-practice) and click Turn online booking on. Your email address must be confirmed.
  2. Set the rules: how far ahead, how many hours in advance, until when clients may move or cancel themselves, and whether new clients may book.
  3. Choose which treatments can be booked online (Treatments, "Bookable online"), with a price.

The client books without an account, gets a confirmation with a link to move or cancel, and a reminder the day before if you switch that on. You see the booking right away in the agenda and under the bell.

Booking on your own website

Under Settings → Online booking, at Booking on your own website:

  1. The link and a button (all plans): paste the link or the button code on your site; the button opens your booking page.
  2. Booking button over your website (Plus and Pro): one line of code, and a "Book an appointment" button appears bottom right that opens booking over your site. Your own buttons can open it too: give them href="#afspraak".
  3. Booking in a page of your website (Plus and Pro): booking sits on your page itself, without a frame of its own, exactly as tall as it needs.

Paste the code into an HTML or code block (WordPress, Wix, Squarespace) or into your site's footer. An English website? Put data-language="en" in the code.

The agenda

  1. Appointment: choose the treatment, the time and the client (search the name, or create a new client right away).
  2. Moving: drag the appointment to another time. You choose whether the client gets an email about it.
  3. Block time for admin or something private: nobody can book into it online.
  4. After the treatment: mark the appointment done or no-show, and make the invoice from the appointment.

Agenda → Waitlist: clients who want to come sooner, with their preferences. When an appointment drops out, you see who fits and can offer the time by email; whoever books first gets it.

Clients

  1. Clients → Add client, or create the client when planning an appointment.
  2. For an invoice to the health insurer: date of birth and insurer (and if needed the policy number and referrer). The bell warns you when they are missing for a medical appointment this week.
  3. The client page has tabs: overview, appointments, forms, invoices, notes and changes. Red flags from forms show at the top.

Clients → Due back: who is due again by the return interval of their treatment. Files are kept (Dutch law WGBO, 20 years); a client who stops you archive. If a client asks for their file to be destroyed, the owner can do that on the client page; invoices stay for the tax authorities.

Forms: intake and consent

  1. Settings → Forms: choose an example (among them ones following the NVH guideline for skin therapists) or make a New form. Yes/no questions can be a red flag.
  2. On the client page, Forms tab: Fill in a form in the practice, or Send to client: the client gets a personal link and fills it in at home.
  3. Signing is done with the typed name and a tick. A filled-in form is never changed again; filling it in again makes a new version.

Invoices for health insurers

  1. Once: Settings → Invoices: Chamber of Commerce number, the practice's AGB code, your IBAN if clients pay by bank transfer, and the layout (with a preview).
  2. Open an appointment and choose Make invoice. Other appointments of the same client that are not invoiced yet you can add. For reimbursable care you choose "Declare as" per line, with the procedure code.
  3. Choose how it was paid (card, cash, bank transfer or not yet), and whether the PDF goes to the client by email.

If something the insurer needs is missing (date of birth, insurer, AGB code), the app says exactly what. Under Invoices you see everything, with paid and open; Paid by… marks an invoice paid, and Credit makes a credit note.

Selling a product

  1. Once (owner): Treatments → Products → New product, with price, VAT and if you like stock.
  2. On the start page Sale, or on the client page Sell a product: choose the client and the products. No appointment needed.

Products can also go on a treatment's invoice. Counted stock goes down by itself with every invoice.

Online payment (Plus and Pro)

  1. Settings → Payments: connect your own Stripe account (you fill in your business details and IBAN there). The money goes straight to you; ClinicBase keeps nothing.
  2. After Make invoice a QR code appears: the client scans it at the desk and pays with iDEAL or a card on their own phone.
  3. The invoice email has a pay button and the PDF a payment link. Once paid, the invoice is marked paid by itself.

Emails to clients

Confirmation, moved, cancelled, reminder, due back and invoice go by themselves, from your booking page's address; replies reach you. Under Settings → Emails you change the text and closing of each email (with example texts), see a preview and send a test to yourself.

Emails to clients only go out once you have confirmed your own email address.

Staff (Plus and Pro)

  1. Settings → Team → Invite staff with their email address. They only choose a password.
  2. Staff do the daily work: agenda, clients, forms and invoices. Settings, prices, payments, the plan and revenue stay with the owner.

€9 per staff member per month on Plus, €12 on Pro; you yourself do not count.

Switching from another system

  1. Export the treatments, clients and appointments from your current system (for example Salonized), as an Excel or CSV file.
  2. Settings → Switching: load them in that order. The columns are recognised; where that fails, the AI helps, seeing only the column names and masked examples.
  3. You see beforehand what will be added. Existing clients are recognised by email, phone or name.

Keep your old system open for a while for the history. Help with switching? Ask your question through the question mark in the app.

Plans: Free, Plus and Pro

Free: agenda, online booking, emails, clients, forms and invoices for health insurers. Plus (€12 a month): also online payment, staff and booking on your own website. Pro (€29 a month): also Reception, the AI assistant. Prices excl. VAT; paying yearly gets you two months free.

Choose, change or cancel: Settings → Plan. Cancelling takes effect at the end of the paid period; your data stays.

Logging in and security

  • Forgot password? is on the login page; you get a link to choose a new password.
  • Settings → Account → Two-step login: with an app like Google Authenticator. Recommended: you work with health data.
  • Stay signed in keeps you logged in for 12 hours on that device; otherwise ClinicBase logs out after 30 minutes of no use.

How we protect your data: Security and GDPR.

Still stuck?

In the app, top right, is the question mark. There you search this guide, ask the AI a question, or send your question to us: then a person replies by email, usually within a working day. Do not put client data in your question.

No account yet? Email info@clinicbase.nl or use the contact form.