System Settings: Everything You Need to Know About Managing Your Clinic
May 31, 2026
A guide to clinic settings: hours, locations and treatments, plus appointment approval, cancellation and refunds, rescheduling, payment at the first appointment and an intake form.
In short: in the settings you decide when patients can book, which treatments and prices are offered, and how the system behaves on cancellation, rescheduling and payment. This chapter adds the settings that are easy to miss: appointment approval, cancellation and refunds, rescheduling, payment at the first appointment and an automatic intake form.
Overview
The Settings area in tipulim.app brings together everything you need to tailor the system to your way of working. Access it via the Management menu → Settings.
Opening hours
Set your opening hours for each day of the week. Patients will only be able to book appointments during the hours you define. If you work from two locations, you can set different hours for each.
- Go to Settings → Opening Hours
- Mark active days
- Enter start and end times
- You can add breaks (e.g. 13:00–14:00)
Locations
If you treat patients at more than one location, add each one separately: name, address, and notes. When booking, the patient will choose their preferred location.
Treatment types
Define all the treatments you offer. For each treatment:
- Treatment name — what the patient will see
- Duration — how many minutes (30, 45, 60, 90…)
- Price — in your currency
- Description — optional
- Calendar colour — for quick identification
Advanced pricing
- Global discount percentage — a discount across all treatments
- Per-treatment price override — overrides the global discount
- Treatment cards — packages of multiple treatments at a discounted price
Notifications and reminders
In Settings you can choose: whether to send SMS/email/WhatsApp reminders, whether to send an instant confirmation, and whether to send intake forms.
Manual appointment approval
If you prefer to approve each appointment manually: Settings → Preferences → enable "Appointments require approval".
Blocking dates
Going on holiday? Under Settings → Blocked Dates, set a range during which appointments cannot be booked.
Importing patients
Prepare a CSV file with full name, phone, and email. In the Patients page → Import CSV → review and confirm.
Manual appointment approval
You can require manual approval for every appointment a patient books, or only for new patients, meaning those who have not booked in the system yet. You can exempt a specific patient from their page. There is also an option to send the patient an SMS with the appointment details and a message that the practitioner will get back to them for approval.
Cancellation, rescheduling and refunds
You decide whether patients can cancel appointments, and the cancel button appears to them next to the reschedule button. You can block rescheduling when fewer than a number of hours you set remain before the appointment. For a patient who paid by credit card you choose a refund policy: how many hours before the appointment a cancellation still earns a refund or credit, and how to refund. There are three options: an automatic refund through the payment provider, subject to provider support, credit toward the next treatment, or marking the payment as refunded when the actual refund is done manually. You can also set that there is no refund on cancellation in any case.
Payment at the first appointment
When this setting is on, new patients must pay at the first appointment and cannot skip the payment step. Online payment goes through a connected payment provider, see the payment providers setup guide.
Intake form for a new patient
You can choose a form and send it automatically to every new patient who registers, and choose which channels to send it through. If you do not have a form yet, you can create one from the same place.
Frequently asked questions
Where do I set the reminders? In the notification settings. See managing reminders and notifications.
How many patients can I import at once? Up to 500. The CSV file needs a name, an email and a phone on every row, and rows with errors are not imported. You can download a sample file in the import window.
Can a secretary change settings? No. Settings are reserved for the clinic owners. See adding a secretary.