Clinic Settings & Admin

How do I log in to HiBoop?

Staff sign in at app.hiboop.com. The page says Sign in to your account and lists the ways you can sign in.

Step-by-Step Instructions

1. Go to app.hiboop.com.
2. Choose how to sign in:
   • Google: your Google Workspace or Gmail account.
   • Microsoft: your Outlook or Microsoft 365 account.
   • Email Link: HiBoop emails you a sign-in link. No password needed.
   • Email & Password: the email and password you set when you accepted your invite.
   • Other login options: single sign-on, if your organization uses it.
3. If you turned on two-factor authentication, HiBoop asks you to Enter your verification code. Open your authenticator app and type the 6-digit code.

You may not see every option. Assessment Code on the same page is for clients starting an assessment, not for staff.

Forgot your login?

• With Email & Password, click Forgot password? and follow the email.
• If you sign in with Google or Microsoft, reset your password with that provider.
• If you can't get in at all, ask your clinic admin to resend your invite.

How do I manage my profile

Your profile belongs to your own login. Open it from the user menu at the bottom of the left-hand menu.

Step-by-Step Instructions

1. Click your name at the bottom of the left-hand menu, then click Profile.
2. Under Profile, update your Full Name, Preferred Name, Language, Photo and Country. Clients you connect with can see this information.
3. Under Login:
   • Email is the address you sign in with.
   • Click Change Password to set a new password. This button is turned off if you sign in with Google or Microsoft.
   • Remove Password Login stops password sign-in for your account.
4. Under Multi-Factor Authentication, click Enable Two-Factor Authentication:
   1. Install an authenticator app (like Google Authenticator or Authy).
   2. Scan the QR code with the app.
   3. Enter the 6-digit code to confirm.
5. Choose your notifications under sections such as Patient Activity and Assessment Notifications.

To sign out, click your name at the bottom of the left-hand menu and click Sign out.

How do I manage clinic details?

Your clinic details appear on forms and messages your clients see, so keep them current.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Clinic.
2. Under Clinic Information, update any of these fields:
   • Business Name (required)
   • Practice Type and Treatment Specialty
   • Address, City, Country, Province or State, and Postal Code
   • Phone, Fax, Website and Business Email
3. Click Save.

The Fax number is the one HiBoop uses when you export results by fax. Fax export stays turned off until a number is set here.

How do I add staff to my account?

Admins invite staff and give each person a role. The role decides what they can see and do.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Staff.
2. Click Add Staff.
3. Fill in:
   • Name (required)
   • Email (required). The invite is sent here.
   • Role
4. Open Role Permissions to check what that role can do.
5. Click Save. HiBoop sends the invitation email.

To resend an invite, find the person in the list and click Resend Invite Email. To take someone's access away, click Remove on their row. See Inviting staff, roles & managing your team for more.

How to manage staff roles

Roles control what each person can view and change. Your clinic starts with four roles: Account Admin, Care Provider, Clinic Assistant and View Only.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Roles.
2. The table lists each role with its Description, Assigned Staff and when it was Last Edited.
3. Click a role to open Edit Role. There you can change:
   • Role Name and Description
   • Staff: who has this role
   • Permissions: tick what the role can do. Some permissions have more detailed ones under them, for example View all patients has View all patient results and Issue assessments to all patients.
4. Click Save.

To make your own role, click Create Role. Custom roles are part of the Team plan; see pricing for plans. The full list of permissions is in Inviting staff, roles & managing your team.

How do I set up assessment alerts?

An alert tells your staff when a client scores at or above a severity level you choose on an assessment.

Step-by-Step Instructions

1. In the left-hand menu, open Settings, then Assessments, then Settings.
2. In the Alerts section, click Add Alert.
3. Choose the Assessment (for example, PHQ-9).
4. Choose the Severity Trigger. The alert fires when the score is equal to or higher than this level.
5. Choose how staff hear about it:
   • In-App Notification: a banner on the Dashboard and the client's profile, for the staff assigned to that client.
   • Email: alert details and a link to the chart, sent to the Recipients you pick. Add at least one.
6. Click Save at the bottom of the page.

To delete an alert, open it and click Remove, then click Save.

How do I rename my session labels

Session labels are the names your clinic uses for each stage of care, like Intake or Check-In. They appear across HiBoop and in your reports.

Step-by-Step Instructions

1. In the left-hand menu, open Settings, then Assessments, then Settings.
2. Scroll to Session Labels. Labels are grouped by type:
   • Intake: the first assessment, to set a baseline.
   • Check-In: progress updates during care.
   • Discharge: the last assessment before a client leaves care.
   • Follow-up: check-ins after care ends.
3. Click a label to rename it. Click + beside a type to add another label, or the x beside a label to delete it.
4. Click Save at the bottom of the page. Label changes are not saved until you do.

How do I choose my preferred assessments

Preferred assessments are the scales HiBoop uses for each condition. Setting them keeps your clinic consistent.

Step-by-Step Instructions

1. In the left-hand menu, open Settings, then Assessments, then Settings.
2. Scroll to Preferred Assessments.
3. For each condition (for example, Trauma or Depression), choose a scale from the dropdown. For Trauma you might choose PCL-5 | PTSD Checklist for DSM-5-TR.
4. Click Save at the bottom of the page.

A condition with only one scale shows that scale and can't be changed.

How do I add program templates?

A program template is a reusable plan of sessions, like an Intake, a Check-In every two weeks and a Discharge. Enrol a client in a program and their sessions are set up for you.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Programs.
2. Click Create Program. To start from an existing program, open it and click Duplicate.
3. Fill in:
   • Program Name
   • Description (only your staff see this)
   • Care Team (optional): staff assigned to clients in this program
4. Under Session, click Add Session for each point in the plan. For each session:
   • Set the Due Date in day(s) from the start of the program.
   • Add the Assessments (and any Forms) for that session, and pick its label.
   • Turn on Include Related Assessments if HiBoop should add scales for related conditions.
   • Turn on Show results to patients if the client should see their results.
   • Choose the Delivery Format: Schedule Email (a secure link by email, with an optional message and reminders) or In Person.
5. Click Save.

Tick Listed to show the program on your clinic's public booking page, where clients can book themselves in.

How do I let clients join a program with a link?

A Program Setup Link lets a new client join your clinic and start the program's intake without you adding them first.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Programs.
2. Open the program. It must be saved and have an Intake session for the client.
3. Under Program Setup Link, click Generate Link.
4. Click the copy button and share the link with the client (for example, by email or on your intake form).

Anyone with the link can join your clinic, so share it with care. To stop it working, click the red trash button beside it.

How do I monitor account activity?

The Activity Logs show who did what in your clinic, and when. Use them for audits and oversight.

Step-by-Step Instructions

1. In the left-hand menu, open Settings and click Activity Log.
2. The table shows:
   • Date
   • Event (for example, a completed assessment or viewed results)
   • User Name: the staff member, or HiBoop for system events
   • Patient Name
   • Details
3. To narrow the list:
   • Pick dates with the date range picker.
   • Use Filter by event to show one kind of event.
   • Search by name.

Only roles with the View Activity Log permission see this page. By default that is Account Admin and View Only.