Your Zanda Setup Checklist

Bookmark this page now. You'll come back to it as you work through setup, and it's the fastest way to pick up wherever you left off. Every step links to a full guide if you want the detail, so treat this as your home base and branch out from here.

You don't have to do it all in one sitting. Most practices get the essentials in place in the first few days, then add the finer tools over the following week or two

In this article:

• Phase 1: The basics 
• Phase 2: Bring your practice in
• Phase 3: Turn on the tools that save you time
• Phase 4: Round out your account 
• Get help whenever you need it 

Phase 1: The basics 

 You may have completed these steps during your trial, so treat this as a quick check that everything's in place. 

◻️ Choose your “start” date
Choose the date when your clinic will fully switch to Zanda. Mondays often work well for a fresh start. 

◻️Confirm your business details
Enter your business contact details in User Menu > Account Settings > Practice > Business Info. Updating Your Business Information

◻️Add your locations
If you have multiple locations, add them to User Menu > Account Settings > Practice > Locations. Setting Up and Using Multiple Locations

◻️Add practitioners
Set up each practitioner by going to User Menu > Account Settings > Team > Practitioners and selecting + Add Practitioner. Adding a New Practitioner to Your Account

◻️Set up availability
Configure availability for each practitioner under User Menu > Account Settings > Team > Availability. Setting Up and Editing Availability

◻️Add  team members / users
For optimal security, provide each staff member with their own username and password in User Menu > Account Settings > Team > Users. Managing Users

◻️Add your services and fees
Populate your business services and their relevant fees by going to User Menu > Account Settings > Billing > Services and selecting + Add Service. Adding and Editing Services

Phase 2: Bring your practice in

 Get your practice up and running in Zanda. 

◻️ Import your existing clients
Our data import team brings your existing client records across for you, free on every paid plan, whether you're coming from a spreadsheet, paper files, or another system. General Importing Guidelines

◻️ Add new clients
Add client information manually by going to People > Add (other ways are available). Adding New Clients 6 Ways

◻️ Add appointments
Select a time in the calendar, enter the client's name, and pick them from the list, or create a new profile on the spot. Creating, Editing and Deleting a Client Appointment

◻️  Set up your client portal
Let clients book, reschedule, and cancel their own appointments online, and pay when they book. You can also allow clients to have access to their invoices, online forms and share files on their portal home page. Getting Started With Your Client Portal

◻️  Connect Stripe for payments
Link Zanda to Stripe so clients can pay by card, you can collect payment at the time of booking, and your invoicing runs without the manual chasing. Go to User Menu > Account Settings > Payments > Stripe. Setting up Your Stripe Integration 

◻️ US only: Start your insurance claiming setup early
If you bill insurance, begin this now, because clearinghouse enrollment takes time and you don't want it holding up your first claims. Zanda turns your invoices into claims, submits them electronically, and tracks each one to payment. Our team can walk you through enrollment so you're not figuring it out alone.  Integrated Clearinghouse Enrollment Process

Phase 3: Turn on the tools that save you time 

 The features that cut your admin and keep your calendar full. 

◻️ Set up appointment reminders
 Turn on automatic reminders so clients get a nudge before every appointment. Email reminders are free and on with a click, and SMS reminders (a pay-as-you-go extra) let clients confirm or cancel with a reply. Go to User Menu > Account Settings > Configuration > Reminders.  Configuring Appointment Reminders

◻️ Build your note and form templates
Set up the note types and the intake, consent, and assessment forms you use most, so you start from a structured format instead of a blank page every time. Creating a Session Note Template / Getting Started with Online Forms 

◻️ Turn on telehealth
If you see clients remotely, even occasionally, telehealth is already built into Zanda and included in your plan. Start a session straight from the appointment, and the client joins with a secure link from any device, with their booking, forms, and notes right there while you're in session.  Learn about your telehealth options.

◻️ Set up recalls and your waitlist
Turn on recalls to automatically reach out to clients who haven't rebooked in a while, and use the waitlist to fill cancellations by matching open slots to the clients waiting for them. Together they keep your hours full even when plans change. Setting Up a Recall Automation / Adding And Managing Clients In Waitlist

Phase 4: Round out your account 

 The finishing touches, especially useful as your team grows. 

◻️  Enable practice operations manual
Enable the Practice Operations Manual to customize over 100 policy and procedure templates for your business in User Menu > Account Settings > Practice > Practice Manual. Enabling and Managing Your Practice Manual

 ◻️  Try BizzyAI
BizzyAI transcribes and drafts your notes, helps you to create and polish your communication templates and operations manual policies. It comes free with a trial and stays on when you switch to a paid plan. Write and Note Refine tools are free to use and Scribe, which transcribes your your clinical notes from the session, is a pay-as-you-go extra. Learn more about available BizzyAI features.  

◻️ Check your reports
Once appointments and payments are flowing, your reports show you the shape of your practice: income, no-shows, practitioner utilization, new clients, and a lot more, filterable by date, practitioner, or location. It's where you'll see what's working when you think about raising rates, adding a day, or bringing on another practitioner.  See the reports overview. 

Get help whenever you need it 

 You're never setting this up alone.

◻️ Our Customer Success team is available seven days a week by chat, email, or a free one-on-one setup call 

◻️ If you'd rather watch how something's done, the Knowledge Base and video tutorials cover every step on this page. 

◻️ Enroll in Zanda Academy
Whether you’re a solo practitioner or managing a large clinic, our free Zanda Academy courses are designed to make learning Zanda simple, efficient, and even fun! Zanda Academy

◻️ Connect with our community
Follow our Facebook page for all the latest updates, and join the Health Practice Buzz Facebook Group to connect with other practitioners.

Come back any time. Setup isn't a race, and this checklist will be here whenever you're ready for the next step.