Before you start
This article is for finding and changing something once you're already using HappyDoc. If you're setting the practice up for the first time, start with Setting Up Your Practice: Before Your First Visit ⚙️ instead, which walks the setup in order.
Settings is on the web app. Click the account menu in the top right corner and choose Settings.
What lives where
Section | What you do there |
General | Your practice name, location, phone number, time zone, practice system and logo. |
Schedule | How staff names appear, your doctors (Staff tab), and which rooms show on your schedule (Rooms tab). |
Team and Access | Who can sign in, invitations, and shared device access. |
Integrations | Your practice system connection and whether it's healthy. |
Recycle Bin | Restore deleted visits, recordings, PDFs and documents. |
Send Emails | The address client emails come from, and where replies go. It has to be verified before any client email will send. |
Documents | Which documents are switched on, and creating or copying your own. |
Login & Security | Your own sign in email and password. If you're the only user, a button to set up individual logins. |
Call Capture | The number clients see when you call, the number HappyDoc rings you on, and the recording disclosure. |
Organization | Settings for everyone at the practice: default view, Copy in Markdown, the floating buttons, and experimental features like importing appointments. |
Billing | Your plan, and choosing or changing it. |
⚠️ Two things that sound the same and aren't. Your doctors list is who a visit can belong to, and whose name signs a finished document. Team and Access is who can sign in to HappyDoc. A doctor can be on the list without ever logging in, and your practice manager can have a login without being a doctor. If you're trying to fix something and can't find it, it's usually because you're in the wrong one of these two.
Add or change a doctor
Open Settings, then Schedule.
Stay on the Staff tab. Click Add Doctor to add someone, or click the three dots next to a doctor and choose Edit Doctor.
Check the name reads the way you want it to appear on a finished document.
⚠️ If your practice system feeds us your doctors. Names arrive in whatever format your practice system uses, often "Smith, Jane" rather than "Dr. Smith", and a name you edit here can be replaced the next time we refresh from your system. You're not doing anything wrong. To change how every name reads, open Settings, then Schedule, and use How staff names appear. If one name still reads oddly after that, tell us and we'll set it on our end, so you're not fixing it every week.
Give someone a login
Everyone at your practice can have their own login, and we recommend that over sharing one set of details, because it keeps each document attributed to the person who actually saw the patient.
Open Settings, then Team and Access.
Invite them by email address.
They will get an email to set their own password.
Team and Access needs switching on for your practice before you can use it. If you already see it in Settings, it’s on. If you don’t, message us and we’ll switch it on.
Set up a shared exam room tablet
If several people use the same tablet, signing in and out all day isn't workable. Device access controls how shared devices, like clinic tablets, are unlocked. When it's on, each person can unlock with a PIN or by selecting their profile.
Open Settings, then Team and Access.
Under Device access, set Mode to User PIN so each person unlocks with their own PIN, or User Switch so each person picks their profile.
Recordings still get attributed to whoever unlocked the device, so this doesn't cost you accuracy.
Change your own password
Open Settings, then Login & Security, and click Reset Password.
If you can't get in at all, use the forgotten password link on the sign in page.
Get back something you deleted
Deleted patients, visits, recordings and documents aren't gone straight away.
Open Settings, then Recycle Bin.
Find what you're looking for and choose Restore.
If it isn't there, don't assume it's lost. Send us the patient name and roughly what time the visit was and we'll check our side before you write it off.
Check your practice system connection
Open Settings, then Integrations.
Confirm your practice system is listed and connected.
If appointments have stopped arriving and notes have stopped sending, that's usually one connection problem rather than two, and it's ours to look at. Just tell us, no need to work through settings.
Set up client emails
Sending a visit summary to an owner is switched off until your practice verifies a sending address, so set it up before you need it, not in front of a client.
Open Settings, then Send Emails.
Add the address your practice sends client mail from, and complete the verification step.
Set the CC address. Client replies go here, not into HappyDoc, so use an inbox somebody actually watches, such as your front desk.
Optionally add a signature, which is added to every client email.
Troubleshooting / FAQs
Q: A doctor is missing from the list.
A: If your practice system feeds us the list, they may not have come across yet. Tell us who is missing and we'll check.
Q: I added someone to the doctors list but they can't sign in.
A: Those are two different things. Being on the doctors list doesn't create a login. Invite them under Team and Access as well.
Q: A doctor's name keeps changing back.
A: Your practice system is refreshing it. Pick the format you want under Settings, then Schedule, How staff names appear. If one name still changes back, tell us the name you want and we'll set it on our end.
Q: Someone has left the practice.
A: Remove their login under Team and Access. Their existing documents stay exactly as they are, correctly attributed.
Q: I can't find a setting this article mentions.
A: Some settings are only visible to whoever owns the account. If you can't see it and you think you should, tell us.
💬 Need a hand? Chat with us in the app (bottom right corner) or email [email protected]. We're always happy to help.
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