Admin Setup Tour

What admins can configure

A walk through the Setup area — available to Administrator-level users. Trial accounts see the interface with Medium Level access.

🔒 These tabs are visible to Administrator users only
1
Setup → Practice
Practice Settings
Practice name, address, contact details, currency, date format and review reminder period. Controls what appears on letters, documents and the enquiry widget.
Setup — Practice tab
✦ Practice name and address
✦ Currency symbol and tax rate
✦ Default review period
✦ Date format (DD/MM/YYYY etc.)
✦ Hover tips and welcome screen on/off
2
Setup → Locations
Practice Locations
Add multiple practice locations and set a default location per user. Locations appear on patient records, sessions, mileage log and reports.
Setup — Locations tab
✦ Multiple practice locations
✦ Default location per user
✦ Activate / deactivate locations
3
Setup → Schedule
Appointment Types & Rooms
Define appointment types with duration and colour coding. Add rooms and resources. These appear in the scheduler for booking.
Setup — Schedule tab
✦ New Patient, Follow-up, Extended…
✦ Colour-coded appointment types
✦ Rooms and resources management
✦ Duration in minutes per type
4
Setup → Value Lists
Editable Value Lists
All the dropdown values throughout the system are editable here — add, remove or reorder entries to match your practice. Over 30 lists covering every clinical and administrative dropdown.
Setup — Value Lists tab
✦ Occupation / Sector (34 values)
✦ Five Elements, Movement & Emotion
✦ Examination findings (structural, cardiovascular…)
✦ Treatment plan goals, diagnosis, prognosis
✦ Podiatry-specific lists
✦ Add your own values to any list
5
Setup → Colour Labels
Audit Colour Labels
Label each colour to describe what audit cohort it represents. Colour dots appear throughout the system — tag a group of patients in Audit and track them across records and statistics.
Setup — Colour Labels tab
✦ 5 colour cohort labels
✦ Tag patients via Audit search
✦ Colour dots on all patient lists
✦ Filter by colour on patient list
6
Setup → Users
User Management
Add practitioners and staff with tiered access levels. Administrators have full access. High Level users can access accounts and settings. Medium Level users handle patient records and sessions.
Setup — Users tab
✦ Unlimited users
✦ Administrator, High, Medium, Low levels
✦ Enable / disable accounts
✦ Trial account pre-created (Medium Level)
7
Setup → Security 🔒 Admin only
Field-Level Encryption
Optional AES-256 encryption for sensitive patient fields — email, phone, address, notes and case history. When enabled, a stolen database dump shows only unreadable ciphertext. Off by default.
Setup — Security tab
✦ AES-256-CBC encryption at rest
✦ Switchable on/off in Setup
✦ One-click encrypt / decrypt all records
✦ Key stored in config.php — never in DB
✦ GDPR Article 32 compliant
✦ Shared hosting checklist included
8
Setup → Regional 🔒 Admin only
Regional Settings
Set your financial year start date and mileage rates to match your country's tax authority. UK defaults are pre-configured (6 April, HMRC rates) — update if you're outside the UK or rates change.
Setup — Regional tab
✦ Financial year start — configurable month and day
✦ UK default: 6 April  ·  US/Europe: 1 January
✦ End date calculated automatically
✦ Mileage log and Tax Summary both update
✦ 5 mileage rates — car (2 tiers), threshold, motorcycle, bicycle
✦ Set threshold to 999999 for single flat rate
9
Setup → MTD / HMRC 🔒 Admin only
Making Tax Digital (optional add-on, pending HMRC approval)
Connect CrystalSolutions directly to HMRC using OAuth2. Your quarterly income and expenditure figures are pulled automatically from your accounts and submitted with one click — no manual data entry.
MTD Setup — connect to HMRC
MTD Setup — instructions
MTD — submit quarterly figures
✦ OAuth2 — you authorise directly on HMRC's site
✦ We never see your HMRC credentials or tokens
✦ Tokens stored AES-256 encrypted in your own DB
✦ Quarterly figures pulled automatically from accounts
✦ One-click submission to HMRC
✦ Fraud prevention headers sent as required
10
Setup → Enquiry Widget
Patient Enquiry Widget
A simple patient enquiry form you can embed on your own website or share as a direct link — no live diary exposed. New enquiries land in your inbox and in the system for follow-up.
Setup — Enquiry Widget
Enquiry widget — live example
✦ Embed as an iframe on your own website
✦ Or share as a standalone link
✦ No live diary or patient data exposed
✦ Enquiries emailed to you and logged in the system
✦ Toggle on / off in Setup

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