You can automate many things that might have taken you a lot of time until today, especially communicating with your patients. Colib offers drastic time savings.

Appointment Types: New Patient Consultation, Follow-up visit, 30-minutes session, 60-minutes appointment, 15-minutes phone call... You name them! Different appointments have different purposes, and you can define, for each and every one of them:

1. Customized appointment reminders, with relevant information.
2. Online Forms attached so that patients can fill them out ahead of their appointment.
3. Billing information, so that an invoice can be easily generated with the right $ amount and info.

Automated Reminders: Reduce no-shows with the right reminders!

1. Creation Reminder: When you create an appointment, a message will go out to your patient soon after so that they have all the relevant information, and can check later in time. This is especially useful if the appointment is scheduled ahead of time, they know they have it, but can't remember when and where.
2. Confirmation Reminder: By default, 24 hours before the appointment. Your patient receives this reminder so that they don't forget to come. On top of that, they can click on the "Confirm" button, and you'll know on the appointment card they have confirmed. That's a good opportunity to check in with them if you're unsure they're going to remember.

On your scheduler:

1.  Click on any suitable time to add an appointment
2. Select the patient
3. Select an appointment type
4. Save

It's that simple!

You can manage your availability on the scheduler, by booking a time slot and selecting the appointment type "Busy" or "Personal"

1. Select a time slot on the scheduler
2. Select the appointment type "Busy" or "Personal"
3. Add a Title
4. Select the appropriate start and end time
5. Optional: If this is recurring, you can click on "Recurring Event?", then select the frequency (Daily, Weekly, Bi-weekly), and the end date: for example, December 31st to maintain it until the end of the year.
6. Save.

You can manage your different types of appointments via the settings page :

https://www.colib.io/businesssettings?show=appointments

With this tab, you can add/create/delete appointment types and classify them into categories.

Yes! By default, the color code is set to have one color per different practitioner, but you can use it to reflect different appointment types.

To do so, you will find a setting under Settings > Scheduler > Use Color Code by appointment type

Once this setting is on, you will be able to select a color for each appointment type.

That will be in Settings > Appointments > Click on 🖊 to modify the selected appointment type > scroll down to find the color code.

ou can customize the emails sent to your clients before and after an appointment on the settings section (Appointments tab).

Url : https://www.colib.io/businesssettings?show=appointments

For every new or existing type of appointment, you can personalize the notifications you want to send to your clients.

3 different types of notifications are possible :

- Initial notification sent when the booking occurs

- Reminder sent prior to the appointment

- Follow up email sent after the appointment

Text messages can also be sent for the initial notification and the reminder.

Colib offers complete and customizable management of your rooms.

2) The first step is to create your rooms in your settings page.  https://www.colib.io/settings?show=rooms

You will thus be able to define each room by adjusting its order of priority as well as the types of appointments assigned to the room. 

2) Once the creation of your rooms is complete, you can then define which types of meetings must necessarily have a room to be created. https://www.colib.io/settings?show=appointments

If this option is selected for an appointment type, this implies that:

- On your schedule, it will not be possible to create or modify an appointment for this type without an available room being associated.

- Regarding the direct booking of appointments by customers, only time slots with a room available for this type of appointment will be presented.

A room is available if it is not used by another event during the entire appointment.

3) After having configured the elements mentioned above, all you have to do is use the rooms on your appointments in your schedule.

3) A new "Room" field now appears in the edit mode of an appointment.

The "Find an available room" link below the field allows you to automatically find an available room for the type of appointment and the dates selected.

Migrating data from your old customer management system to Colib is very easy with our batch loading system.

Please follow the following steps:

1) Go to https://www.colib.io/UploadClients

2) Download the Excel template provided by our platform

3) Fill in the Excel file with the customers you want to add/update

4) Rename the file into clients.xlsx and fill the diffrent tabs of the file

5). Add the excel file to an empty folder

6) Compress the folder to create a zip file

7) Upload the zip file on the webpage

8) Wait for the end of the file processing to check for any errors reported by the application

Do not hesitate to contact us if you have any difficulty filling out the file.

No, you have three options to automate client account creation:

1. Migrating your existing client database with our batch upload tool. If you run into any difficulties, ask our team that will be happy to help you with that step.
2. New clients booking online will automatically have an account created for you. If they are returning clients, the information will be attached to their existing account.
3. New clients filling out an online form in Colib will also generate an automated account creation. 

Pro tip: with your intake form, or any form that has general and contact information, the information will be updated automatically in your client's account. No need to rewrite everything manually!

Yes, in case of duplicates, you can merge an account into another existing one.

The account you merge will disappear and transfer into the destination account you choose.

Everything in the merged account will be transferred to the destination account: Appointment history, notes, documents, invoices, etc.

In the client account, you will find the " Merge account" icon and button in the top right corner.

After clicking on it, simply select the destination account.

Colib is compliant with PIPEDA (Personal Information Protection and Electronic Documents Act), specifically in regard to the protection of Personal Health Information (PHI). In other words, we have implemented a series of technical and human security protocols, which include:

• Hosting of all Data on Canadian Territory: All data is hosted within Canadian borders.
• Encryption of Our Servers: Our servers are encrypted to ensure data security.
• Website Encryption: Our website is encrypted, and all Personal Health Information is protected by practitioner user logins and passwords. It is decrypted with each page load for authorized access.
• Annual Employee Training: We conduct annual training sessions for all company employees.
• Clear Incident Handling Procedures: We have clear procedures in place to handle and report any suspicious or doubtful situations to our Chief Privacy Officer.

In Colib, you have the flexibility to charge and invoice clients the way you want.

Thanks to Colib's automation, you can "1-click" the following actions:

• Create & send an invoice: If you want them to pay by Interac E-Transfer, pay online by credit card, or any other payment type you choose.
• (Re)Send a receipt: When your clients have already paid, whatever the method. You are free to resend receipts later if needed
• Charge a client & send a receipt: Make your life simpler by accepting online payments, and asking your client's credit card detail when they book. That way, you can collect payments yourself, and the system automatically sends out a receipt to your clients so that they can process their claims.

Pro Tip: You can collect credit card information and detail your cancellation policy, but not actually charge them. This won't cost you a dime and can be very efficient to reduce no-shows, or even charge only when a client hasn't had the chance to pay by themselves!

You can create an invoice directly from the scheduler:

Scheduler > Click on the appointment > Scroll down and click on "More actions" > "Create invoice"

From there you can also decide to "Charge client" if you have their credit card information saved in the system.

You could also start from the client file: Client List > Select Client > Scroll down to the Appointment section > "Create Invoice".

From there, you will only have to review the information and click "Save" to generate your invoice.

After that, you can send the invoice if you will be waiting for your client to pay, or send a receipt directly if it was already paid.

Although Colib isn’t integrated with Quickbooks, we’ve created this guide to help you take invoices from Colib and bring them over to Quickbooks.

1) Export your invoices on Colib.io

Url : https://www.colib.io/Invoices

Select the date range you need and click the QuickBooks icon.  We recommend that you only export invoices with a "Paid" status.

2) Go to your QuickBooks account to complete the import process

Url : https://app.qbo.intuit.com/app/dataimport/invoices

You will need to select the file you just exportd on Colib and check the 2 checboxes at the bottom of the page. Click the "next" button.

Select the correct date format and choose the "Exclusive of tax" option for the amount.

Then, verify that the taxes are correct. Click the "Next" button if it is the case.

At this point, you can continue and click the "Start import" button.

Payment methods accepted through our Stripe integration include major credit cards like Visa, MasterCard, and American Express, as well as debit cards. Regrettably, we do not currently support Interac payments. Nevertheless, we recommend managing Interac transactions independently by providing instructions to your clients through forms or reminders. This approach also avoids the necessity of paying Stripe fees.

We have partnered with Stripe to process payment for you in Colib. 

You do not have to create a Stripe account, you will simply have to add your banking information in your Settings > Payments tab, so that you can receive the money you have earned.

It will usually take 3 to 5 business days to receive payments.

The verification of ID is a necessary step for any user of Colib that will receive payments.

It allows for preventing fraud by linking an account to a legitimate person and ID, it is also a common practice to follow "Know your customer" guidelines to protect all users of the platform, including your clients, and yourself as a client.

We are committed to providing the safest and fairest experience to all our users, and this verification is common practice for payment processing systems. Your document will be safely stored and encrypted.

Yes, you can collect and enter your client's credit card information yourself.

To do that, you can navigate to the Client account > Scroll down to the very bottom of the page "Payment Cards" > +  Add Payment Card.

Then, enter the credit card number, expiration month, year, CVV Number, and the cardholder name.

It is possible to perform this transformation easily and automatically with Colib by following these steps:

1) Go to https://www.colib.io/Forms

2) Click the "Create form" button

3) Select the second option on the modal and upload your file

Your new online form will be automatically created within a few seconds. The generated form will be editable once the process is completed.

Once your account is created, you will be able to view your own form links.

Tip: Before even sending it, posting it on your website or social media can be a good idea if some of your visitors follow you!

To send the forms:

1. Click on "Forms"
2. Make sure "My Forms" is selected
3. Copy your form link.
   From there, you can send the link to your visitors by email 📧 or Sms 📲.
4. New Feature: You can also select "Send via email" and see below for more

If you want to send your forms directly from Colib via email, you can follow the next steps:

1. Select the list of recipients
2. Select the date and time of sending
3. Prepare your email subject and content
4. Send 📩

Feel free to display it on your website or social media if that's where you are in contact with your community as well.

You can see and sort all results in your Colib secured space.

1. Mouse-over your profile name
2. Click on "Results"
3. Quickly detect if there is a risk detected
4. Click on  to view a form as PDF - you can download or print it if you need.

You can also use filters and sort results by Visite date and time, or search a specific name in the search bar.

It is possible to set up a filter for each different location of a group.

For more details and specific set up, we recommend to contact us so we can make sure Colib works best for your own situation.

Send us an email at support@colib.io or use the contact form:

https://www.colib.io/Contact

Yes, it is possible and recommended.

To synchronize your Google Calendar with your scheduler, you just need to follow these steps :

1) Go to  https://www.colib.io/profile?show=calendarsynchro

2) Click  the "Connection with Google" button and follow the steps to authorize Colib to access the events of your Google calendar

In order to use the voice recognition tool to create a note, you need to follow these steps :

1) Go to a client file

2) Click on the microphone icon above the note editor and start speaking

3) Once you have finished speaking, click on the icon again and wait for the text to be generated in the text editor.

4) Finish the note by clicking the "Save " button

You can use template of notes to standardize and speed up the note taking by following these steps :

1) Go to the settings section https://www.colib.io/BusinessSettings?show=notes

2) Click the "Create template" button

3) Enter your information and click the "Save" button. You can also add images to the template body.

4) Go to the note section of a client record ans select your template in the selection list. The content previously saved will be automatically added to the text edtor.

When you subscribe to Colib, you will be invited to fill out your credit card information via our secured payment platform - Stripe. It's very simple, then you will be billed for your plan every month.

You can create as many team members as you want in the admin settings section (url : https://www.colib.io/settings?show=team ).

When you create or edit a team member, you need to define the rights of the team member in the practice.

The following picture describe the different options you can set :