First-Time Setup (Quick Start Guide)

Configure KiviCare Pro quickly and start managing your clinic in just 30 minutes using this beginner-friendly setup guide.

Overview

This Quick Start guide assumes that KiviCare Pro is already installed and activated on your WordPress site. It walks you through the essential configuration steps required to begin using core Pro features efficiently.

Estimated Time: 30 minutes
Skill Level: Beginner

Pre-Setup Checklist

Before you begin, ensure the following requirements are met:

• ✔ KiviCare Lite plugin is installed and activated
• ✔ KiviCare Pro plugin is installed and activated
• ✔ You are logged in as an Administrator
• ✔ Your clinic logo is ready (optional)
• ✔ You have at least 30 minutes of uninterrupted time

Step 1: Configure Basic Branding (5 Minutes)

Upload Clinic Logo

1. Navigate to KiviCare Dashboard → Settings → Pro Settings
2. Scroll to the Logo Upload section
3. Click Upload Logo
4. Select an image from the Media Library or upload a new one
5. Recommended size: 200 × 60 px (PNG with transparency preferred)
6. Click Select
7. Click Save Settings

Upload Mini Logo (Sidebar)

1. In the same Pro Settings page, locate Mini Logo Upload
2. Upload a smaller logo or icon
3. Recommended size: 40 × 40 px
4. Click Save Settings

Result: Your clinic branding is now visible across the dashboard.

Step 2: Customize Brand Colors (5 Minutes)

Set Primary Color

1. Go to Settings → Pro Settings
2. Scroll to Color Customization
3. Select your Primary Color using the color picker
4. The dashboard preview updates instantly

Optional Color Settings

You may also customize:

• Secondary Color (accent elements)
• Success Color (confirmation messages)
• Danger Color (errors and warnings)

5. Click Save Colors

Result: A professional, branded dashboard interface.

Step 3: Add Copyright Text (2 Minutes)

1. Scroll to the Copyright Text section
2. Replace the default content with your own, for example:

© 2026 Your Clinic Name | Excellence in Healthcare

Then, Click Save Settings

Result: Your custom copyright appears site-wide.

Step 4: Configure Tax Rates (5 Minutes)

Skip this step if taxes are not applicable in your region.

Create a Tax Rule

1. Go to Billing → Taxes
2. Click Add New Tax
3. Enter the following details:
   • Tax Name: GST / VAT / Sales Tax
   • Tax Rate: e.g., 18 (for 18%)
   • Tax Type:
     • Inclusive (included in price)
     • Exclusive (added to price)
   • Status: Active
4. Click Save Tax

Assign Tax to Services

1. Navigate to Services → Doctor Services
2. Edit an existing service
3. Select the created tax from the Tax dropdown
4. Save changes

Result: Taxes are automatically calculated on the billing.

Step 5: Create Your First Custom Form (10 Minutes)

Create a patient intake form to collect additional patient data.

Start Form Creation

1. Go to Settings → Custom Forms
2. Click Add New Form

Form Details

• Form Name: New Patient Intake
• Module Type: Patient Module
• Status: Active
• Description: Initial patient registration form

Click Save & Continue

Add Form Fields

Add the following fields:

Known Allergies

• Type: Textarea
• Required: Yes

Current Medications

• Type: Textarea
• Required: No

Emergency Contact Name

• Type: Text
• Required: Yes

Emergency Contact Phone

• Type: Phone
• Required: Yes

Blood Type

• Type: Dropdown
• Options: A+, A-, B+, B-, AB+, AB-, O+, O-
• Required: No

Click Save Form or Publish

Test the Form

1. Navigate to Patients → Add New
2. Scroll down to view the custom form
3. Confirm all fields are displayed and working

Result: Patient data can now be captured dynamically.

Step 6: Set Up SMS Notifications (Optional – 15 Minutes)

Skip if SMS notifications are not required.

Create a Twilio Account

1. Visit Twilio and sign up
2. Verify your phone number
3. Obtain:
   • Account SID
   • Auth Token
4. Purchase or activate a phone number

Configure Twilio in KiviCare

1. Go to Settings → Pro Settings
2. Scroll to Twilio SMS Configuration
3. Enter your credentials
4. Enable SMS notifications
5. Click Save Settings

Create SMS Template

1. Go to Settings → SMS/WhatsApp Templates
2. Click Add New Template
3. Configure:
   • Template Name: Appointment Confirmation
   • Event: Appointment Booked
   • Channel: SMS
   • Message content with placeholders
4. Save the template

Test SMS Delivery

Create a test appointment and confirm SMS delivery.

Result: Automated appointment notifications are active.

Set up Verification Checklist

Confirm the following:

• Logo and mini logo are visible
• Brand colors are applied
• Copyright text is updated
• Tax rules work correctly (if enabled)
• Custom form appears in the patient profile
• SMS notifications are sent successfully (if enabled)

Recommended Next Steps

• Create encounter templates
• Configure user permissions
• Explore reports and analytics
• Set up Google Calendar or WhatsApp integration
• Enable online payments if required

Beginner Tips

• Start with a minimal configuration
• Test using dummy patient data
• Train staff on new features
• Create reusable templates
• Enable appointment reminders to reduce no-shows

Common Troubleshooting

Pro settings not visible:
Ensure Pro is activated and you are logged in as Administrator.

Custom form missing:
Check form status and assigned module.

SMS not sending:
Verify Twilio credentials, balance, and phone number format.

Tax not applied:
Ensure tax is active and assigned to services.

Setup Time Summary

Setup Complete!

Your KiviCare Pro system is now ready with:

• Branded dashboard
• Custom patient forms
• Tax-ready billing
• Automated notifications
• Improved clinic workflow

You’re now ready to manage your clinic efficiently with KiviCare Pro.