Welcome to Prospyr. This guide is your starting point as an administrator. Where the front desk and provider guides cover the day-to-day patient workflow, this one covers everything behind it: your team and their access, locations and resources, your catalog and inventory, settings and automation, and reports.
If you're setting up a brand new workspace, start with the checklist below and work down the page in order. If you're taking over an existing workspace, use this page as a map to find the setting you need.
1. Start here
Your Checklist for Setting Up Prospyr — The master setup checklist. Read this one first.
Prospyr User Roles — What each role can and can't see. Read before you assign access to anyone.
Find the Latest Prospyr News & Product Updates — Keep up with new features and settings changes.
2. Your team
Users and access
Prospyr User Roles — Front Desk, Provider, Admin, Marketer, and what each unlocks.
How to Temporarily Deactivate or Permanently Remove a User — Offboard someone or suspend access temporarily.
How do I reset my Prospyr password? — Send to any team member who can't get in.
Providers
Creating and Managing Providers In Prospyr — Set up a provider so they can be booked. Start here for any new clinical hire.
How to Update Provider Availability — Set the hours and locations each provider can be booked for.
Limit Provider Availability to Specific Services — Restrict which services a provider can be booked for.
Medical Director Sign-Off In Prospyr — Configure how notes route for review and signature.
Hours, payroll, and commission
Clocking In and Out with Prospyr — How your team records their hours.
Managing Timesheets — Review, correct, and approve worked hours for payroll.
How to Set Up Commission Plans — Build the commission structure for your providers and staff.
How to Use the Commission Report — Run commission numbers at the end of a pay period.
How to Split Gratuity Between Providers — How tips get divided across the team.
3. Locations and resources
How to Set Up a Location — Add a practice location and configure its details.
Creating and Managing Devices and Rooms — Define the rooms and equipment that appointments book against.
4. Schedule settings
These settings control what your team sees on the calendar and what patients are able to book.
Setting Up Calendar Coloring — Color-code the schedule by service, provider, or status so the calendar reads at a glance.
How Scheduling Intervals and Appointment Duration Work — The mechanics behind which time slots are offered.
Creating Schedule Blocks — Block out holidays, meetings, and closures.
Appointment Statuses in Prospyr — The status workflow, plus the setting that automates Checked In and Checked Out.
How to Set Up the Waitlist — Turn the waitlist on and configure it.
Automate Your Virtual Appointment Workflows — Set up telehealth appointments end to end.
5. Online booking
Prospyr Guide to Online Booking — The overview of how online booking fits together. Start here.
How to Create an Online Booking Page — Build the page patients book from.
How to Customize Locations, Services, and Categories for Online Booking Pages — Control what's bookable where.
Organizing Service Categories and Services on Your Booking Form — Order and group services so the form makes sense to patients.
How to Customize Online Booking Page Branding and Content — Logo, colors, and copy.
How to Publish and Embed Your Online Booking Page — Put it live on your website.
Advanced Online Booking Controls — Lead times, deposits, and other guardrails.
How to Limit the Bookable Services on a Lead Form — Restrict what new leads can book.
6. Your catalog: services, products, packages, and memberships
Everything you sell lives here. Get this right before you worry about inventory or reports — both depend on it.
Managing Your Services In Prospyr — Create and price the services your providers perform. Start here.
Managing Your Retail Products In Prospyr — Set up the products you sell at the front desk.
Creating and Managing Prospyr Packages — Build prepaid service packages.
Selling Prepaid Services in Prospyr Using Packages — How packages behave at the point of sale.
How to Create Memberships in Prospyr — Build recurring membership plans.
Setting Time Limits for Memberships in Membership Settings — Control how long member credits stay valid.
Creating Coupons in Prospyr — Build the coupons your front desk applies at checkout.
7. Inventory
Getting Started with Inventory Management — How inventory works in Prospyr. Start here.
Products and Vendors — Set up who you buy from and what you buy.
Inventory — Receive stock and manage counts.
Adding Product to be Tracked in Inventory — Turn on tracking for a product.
Setting Up New Retail Products to Track in Inventory — The retail-specific walkthrough.
How to Add a Consumable to Your Inventory — Set up injectables and other consumables.
Attaching Inventory Items to Your Catalog — Link stock to the services and products that consume it. This is the step that makes inventory deduct automatically.
Managing Injectable Consumables in Inventory — Units, waste, and per-treatment tracking.
Automating Inventory Management for Retail Products — Let sales draw down stock on their own.
Requiring Lot # & Expiration Date for Products — Enforce lot capture for compliance.
Using a Barcode Scanner with Inventory Consumables or Retail Products — Speed up receiving and checkout.
How to Manage Expired or Damaged Inventory — Write off stock you can't use.
8. Payments and invoicing
How do I set my accepted payment methods in Prospyr? — Choose what your practice accepts. Do this before your first checkout.
How do I set up a payment terminal in Prospyr? — Connect and configure the card reader.
Creating and Using Invoice Templates — Build reusable invoices for common visits.
How to Manage Invoice Templates — Maintain them over time.
How to Refund a Payment — Issue a refund.
Edit Paid Invoices — Correct an invoice after payment. Worth knowing who on your team should be allowed to do this.
Charging a No-Show Fee or Forfeiting a Deposit — Enforce your cancellation policy.
How to Onboard a Patient and Process a Payment with PatientFi — Patient financing.
9. Forms, consents, and documentation setup
What you build here is what your front desk and providers use at check-in.
Using and Configuring Consents — Create, edit, and attach consents to services. Start here.
How to Create a New Intake Form — Build your intake paperwork.
Customizing Custom Form Questions — Add your own questions to a form.
Convert a PDF Into a Digital Consent Form — Bring your existing paper forms into Prospyr.
How to Create a Custom Media Consent — Photo and marketing permissions.
How to Require Provider or Witness Signatures on Consent Forms — Add a second signature requirement.
Including Digital Intake In Automated Appointment Reminders — Get paperwork done before the patient arrives.
Flow Sheet Management — Set up the flowsheets your providers chart into.
Set Up and Use Order Set Templates — Build reusable order sets.
10. Messaging and automation
Appointment messaging
Overview of Prospyr Automated Appointment Messaging — What patients get automatically, and when. Start here.
Prospyr Automated Messaging Workflows — Configure reminders, confirmations, and follow-ups.
Marketing campaigns and audiences
Automated Marketing Workflows — Build campaigns that run on their own.
How to Set Up a Follow Up Campaign — Re-engage patients after a visit.
How to Create a Service Recapture Audience — Target patients overdue for a treatment.
How to Create a Custom AI Generated Audience — Build a segment by describing it.
Automatically Sending Patients a Message on Their Birthday — Set up birthday outreach.
How to Send a Bulk Blast Message to All Contacts — One-off announcements.
11. Phone, SMS, and fax
How to Set Up a Phone Number — Get a Prospyr number.
How to Complete Brand Registration — Required before you can send SMS. Do this early — approval takes time.
Phone Number Migration Overview — What's involved in moving your number.
How to Port Your Existing Phone Number — Bring your current number over.
How to Set Up VoIP Call Routing — Decide where calls land.
How to Set Up a Yealink VoIP Phone — Configure desk handsets.
How to Set Up the AI Receptionist — Answer calls automatically.
How Faxing Works in Prospyr — Send and receive faxes.
12. Storefront
Managing Product, Package, and Membership Visibility in Prospyr Storefront — Control what patients can see and buy online.
Organizing Storefront Offerings with Categories — Group your offerings.
Creating and Managing Storefront Promotions — Run an online promotion.
Requiring a Membership Agreement When New Members Sign Up Through Your Storefront — Attach terms to online membership signups.
13. Reports
Refreshed Reports Experience — How to navigate the report library, apply filters by provider and location, and find recently viewed reports. Start here.
How to Use the Commission Report — Run provider and staff commission.
14. Leads and opportunities
Overview: Opportunities — How Prospyr tracks prospective patients. Start here.
How do I use the Opportunity Details page? — Work an individual lead.
Passing Information to Prospyr Lead Forms — Pre-fill lead forms and pass through campaign data.
15. Rewards
Rewards Dashboard — Where you manage the program. Start here.
Rewards Program FAQs — The common questions before you launch.
Referral Rewards — Reward patients for referrals.
Consumption Rewards — Reward patients for spend.
Action Rewards — Reward specific patient actions.
How to Manually Add Patients for Referral Rewards — Credit a referral by hand.
16. Integrations and data
Creating & Managing API Keys — Issue and revoke API access.
Pushing Data to Prospyr via Webhooks — Send data in from another system.
Configuring Webhooks from Prospyr to Other Platforms — Send data out.
Leverage Zapier to Send Prospyr Leads — Connect lead sources without code.
How to Integrate Facebook and Instagram into Prospyr — Connect your social accounts.
Social Media Integration Prerequisites — What you need in place first.
How to Manage Instagram Direct Messages in Prospyr — Handle DMs alongside other patient messages.
How to Reconnect Your Google Calendar — Fix a dropped calendar sync.
Configuring Your Prospyr AI Assistant — Set up the AI assistant for your practice.
17. Supporting your team
The questions you'll field most often, and where to send people.
Front Desk Training: Getting Started in Prospyr — Send this to every new front desk hire.
How do I clear my browser cache for Prospyr? — The first thing to try when something looks broken.
Changing Workspaces — For staff who work across more than one location or entity.
Downloading Prospyr Mobile — Get your team on the app.
How to Merge Duplicate Patient Profiles — Clean up duplicate records.
How to Export a Patient Record — Fulfil a records request.
Still stuck?
Find the Latest Prospyr News & Product Updates to keep up with new features, or reach out to the Prospyr support team directly from the help center.