Setting up your clinic, step by step

1

How do I create my clinic account?

1. Go to getinfiniteapp.com and click Start free trial. You land on the InfiniteApp sign-in screen.
2. Choose Continue with Google if your clinic uses Google Workspace, or Create an account to use an email and password.
3. If you used email and password, check your inbox and click the verification link, then press Continue.
4. Enter your clinic’s name exactly as you want staff and patients to see it. This becomes the name on your sign-in screen and printed documents.
5. Pick Monthly or Yearly. Yearly is two months cheaper. You can change this later.

Worth knowingWhoever creates the clinic becomes the Owner. That account can never be locked out and is the only one that can close the account, so use an address you will keep, not a personal Gmail.

2

Do I have to pay right away?

1. After naming your clinic you go straight to Stripe to add a card.
2. Nothing is charged that day. Your 30 free days start immediately, and the first payment lands on day 31.
3. Cancel any time before day 31 in Settings → Billing & Account and you are never charged.
4. Your card details go to Stripe, not to InfiniteApp. We never see or store them.
5. Invoices appear under Billing & Account as soon as your first payment goes through, and go back three years.

3

How do I set up my channels?

1. Open the sidebar. You start with four channels: Front Desk, Providers, General, and Announcements.
2. Most clinics keep these as they are. They map to how a clinic actually splits conversation.
3. Use Front Desk for booking, payments, and patient-facing coordination.
4. Use Providers for clinical chat between injectors and technicians.
5. Use Announcements for things everyone must see. Keep it low-volume so people keep reading it.

Worth knowingResist making a channel per topic. Clinics that end up with twelve channels find staff stop checking any of them. Four is deliberate.

4

How do I get my team into the system?

1. Go to Settings → Staff.
2. Click Download Excel template. It has the columns InfiniteApp expects.
3. Fill in one row per person: name, role, and work email.
4. Save it as CSV and click Import. Up to 60 people come in at once.
5. Check the list. Anyone with a typo can be edited in place, and you can add stragglers by hand with + Add staff.

Worth knowingNames containing commas are fine. Excel wraps those in quotes and the importer handles it. Import your full roster even if some people won’t start using it right away; a person who exists in the system can be assigned tasks by others.

5

How do roles and PINs work?

1. Each person gets a role: Owner, Manager, or Staff.
2. Staff see chat, handoffs, their checklists, tasks, the schedule, and the directory.
3. Managers additionally see clinic stats, checklist scores by person, employee files, the monthly inventory count, and Removed items.
4. Owner is you: everything a manager sees, plus billing and the ability to close the account.
5. Each person sets a 4-digit PIN the first time they sign in. After a device is authorised once, it is PIN only, no passwords at the front desk.

Worth knowingThe device signs in once with a work email; individuals then switch between themselves with PINs. That is what makes a shared front-desk iPad workable without everyone sharing one login.

6

How do I load my products?

1. Go to Settings → Products & Programs.
2. Download the Excel template for inventory, and a second one for retail skincare if you sell it.
3. Fill in product name, unit cost, and reorder point. Cost matters. It is what turns shrinkage into a dollar figure later.
4. Import both files.
5. Open Inventory → Lots and add lot numbers and expiry dates for anything currently on your shelf.

Worth knowingLot traceability for injectables is a compliance requirement whether or not you use software. Since you have to record it anyway, recording it here means the system can also warn you before a $450 vial expires.

7

How do I build my checklists?

1. New clinics start with a light set of opening, closing, and role checklists as a starting point.
2. Go to Settings → Checklists to edit them.
3. Work through one list at a time. Delete anything that does not apply to you, and add the things your clinic actually does.
4. Assign each list to a role rather than a person, so it survives sick days and turnover.
5. Keep provider lists under six items. A list that competes with patient care loses to patient care.

Worth knowingDo not try to write perfect checklists on day one. Ship rough ones, then fix them in week two when your team tells you what is missing. A list nobody uses is worse than a short one everybody finishes.

8

How do I connect my booking calendar?

1. Go to Settings → Calendar Access.
2. In your booking system (Jane and similar), find the calendar feed or ICS export for each provider.
3. Paste each provider’s feed URL into InfiniteApp and name it after that provider.
4. Save. Shifts appear on the Schedule tab within about 15 minutes and refresh on their own after that.
5. Once connected, today’s booked patients also start suggesting themselves when staff type a name into a handoff or task.

Worth knowingInfiniteApp does not replace your booking system and does not write to it. It reads the calendar so the operations side knows who is working and who is booked. Changes to shifts still happen in your booking system.

9

What goes in the directory?

1. Open Directory from the sidebar. It has three parts: Team, Vendors, and Devices.
2. Under Team, add photos so the sign-in screen and chat show faces. Set up the clinic keys register here too.
3. Under Vendors, add your suppliers, reps, laser service contacts, and anyone the front desk calls. Remove the sample entries you do not need.
4. Under Devices, add each piece of equipment and record its install date. Log every service call from then on.
5. Upload employee documents under each person: contracts, credentials, certificates. Each file starts visible only to whoever uploaded it, and you choose who else can see it.

Worth knowingThe device history is the one people skip and later wish they hadn’t. When a laser needs warranty service or an inspector asks when it was last calibrated, the answer is on the device instead of in someone’s memory.

10

How do I get my team actually using it?

1. Send each person their invite from Settings → Staff. They sign in once, set a PIN, and they are in.
2. Sit down with the front desk first. They are the hub. Once they answer handoffs reliably, providers follow.
3. Point your team at the Staff Training track on this site. It takes about twenty minutes.
4. Announce one rule on day one: rebooking handoffs go in the app, not the group chat. One rule beats ten.
5. Give it two weeks before you judge it. The habit takes about that long, and the numbers only mean something once the habit is real.

Worth knowingThe most common failure is a soft launch with no rule attached. Teams keep using the group text because nothing told them to stop. Pick the one workflow that matters most to you and be firm about that one.

Common questions

How long does setup take?

About two hours of focused work, or spread across a few sittings. Creating the clinic and importing staff takes twenty minutes; checklists take the longest because you are deciding what your clinic actually expects.

Do I need an IT person?

No. Everything runs in the browser on devices you already own. There is nothing to install and no server to configure.

What if I import the wrong staff list?

Edit anyone in place under Settings, Staff, or remove them. Nothing is permanent, and removed people go to a Removed items area a manager can restore from.

Can I change from monthly to yearly later?

Yes, through the billing portal in Settings, Billing and Account.

Does InfiniteApp replace my booking system?

No. It runs alongside it. Your booking system keeps handling appointments, charts and payments; InfiniteApp handles everything between appointments.