Help — Topics
flows.care Knowledge Base
Step-by-step guides for tenant staff and patient-portal users on every module of the flows.care platform.
Last updated: April 30, 2026
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Pick a topic to find the right walk-through. Each article includes screenshots placeholders that designers will replace as the UI is captured.
Getting started
- Welcome to flows.careflows.care is a multi-tenant appointment management platform purpose-built for healthcare and rehabilitation clinics. This article walks you through what flows.care gives you out of the box and what to do first.
- Creating branchesBranches are the physical locations where you deliver services. Even single-location clinics should create one branch so operating hours, room scoping, and reports work correctly.
- Employees and rolesEmployees are tenant staff with login access. Each employee has a role that determines which actions they can perform, and may be scoped to specific branches.
- Therapists and specialtiesTherapists deliver services. Each therapist belongs to a service provider, optionally a primary branch, and one or more specialties.
Patients & guardians
- Registering a patientPatient profiles can be created by tenant staff during onboarding or by guardians who register through the patient portal. Each profile carries an MRN that is unique within your tenant.
- Guardians and relationshipsGuardians manage one or more linked patients — typically minors, but also adults under guardianship. The system supports detailed permission flags so a guardian's authority can match the real-world arrangement.
Cross-clinic consent
- How cross-clinic consent worksPatients can authorise one clinic to read records held by another clinic. flows.care models that authorisation as a pairwise consent grant: explicit source, explicit recipient, explicit data scopes, optional expiry. This article explains the model.
- Viewing a consented record (recipient clinic)When a patient grants you consent, the data appears under Tenant > Consents on the receiving clinic side. This article walks through what you'll see.
- Linking an existing record to a platform identitySome patients are registered at the clinic without a platform ID. The link-request flow lets a coordinator back-fill the link with explicit patient or guardian approval — no silent re-linking.
Scheduling
- Schedule templatesA schedule template defines a therapist's recurring weekly availability. flows.care uses templates to generate the actual bookable slots in bulk.
- Generating slotsSlots are the concrete time windows patients can book. flows.care generates them from your schedule templates with a single command.
Appointments
- Booking appointmentsAn appointment is one or more consecutive slots booked by a patient. flows.care validates the booking, snapshots the price, and updates slot status atomically.
- Check-in, in-progress, and completionflows.care models the appointment lifecycle as an explicit state machine. This article explains each state and how to transition between them.
- Payment-gated bookingWhen a clinic requires payment up front, flows.care holds the slots in a pending_payment state until the patient pays. Unpaid bookings are released automatically before the deadline elapses.
- Releasing held appointmentsA held appointment can return to the calendar three ways: automatic release after the deadline, a manual release by staff, or a coordinator override at booking time that skipped the hold to begin with.
- CancellationsCancellations free up the slot and (depending on your policy) may notify the next person on the waitlist. The cancellation policy enforces minimum-notice and rate limits.
- WaitlistThe waitlist captures patients who want an appointment but cannot find a matching open slot, and notifies them when a match opens up.
Pricing & packages
- Pricing rulesPricing rules map session duration to price. They apply automatically at booking time and are snapshotted onto the appointment so historical reports stay correct.
- Packages and enrolmentsA package bundles a fixed number of sessions (or unlimited sessions for a period) into a single price. Patients enrol once and the appointments draw against the package.
Billing & ZATCA
- Invoices and paymentsInvoices are generated from completed appointments and package enrolments. Payments and refunds are recorded against the invoice and posted to your accounting ledger.
- ZATCA e-invoicingflows.care generates and submits compliant electronic invoices to the Saudi Zakat, Tax and Customs Authority (ZATCA). This article explains onboarding and day-to-day use.
Accounting
- Chart of accountsThe chart of accounts is the spine of your accounting. flows.care starts you with a sensible default tree that you can extend.
- Cost centersCost centers are a second analytical dimension orthogonal to branches. Branches answer 'where' (Riyadh, Jeddah). Cost centers answer 'what' (OPD, Pharmacy, Radiology, Admin). Use both together and your P&L can answer 'what does Pharmacy contribute across all branches?' or 'what does the Riyadh OPD net?'
- Journal entry templatesSave the account selections from a recurring manual journal (monthly rent, depreciation accruals, prepaid expense releases) once, then re-use the shape every period without re-picking accounts.
- Exporting lists to ExcelEvery list page across the platform offers a one-click export to .xlsx, so accountants, ops, and HR can pull data into their own workbooks without copy-paste.
- Accounting periodsAccounting periods group transactions into reportable windows (typically months) and prevent accidental edits once a period is closed.
- Accounting reportsflows.care includes the four statutory reports out of the box. Each can be filtered by period and account.
Human resources
- What's in the HR moduleflows.care's HR module covers employment contracts, leave management, payroll, employee documents, and performance reviews. Each section is gated by a permission code so you can grant employees self-service while keeping HR-only views to the HR team.
- Employment contractsContracts capture an employee's role, salary, working pattern, leave entitlements, and end-of-service rules. The contract drives payroll math and leave accruals.
- Leave managementLeave types are tenant-defined; balances accrue per employee per year; requests flow through approval and post against the balance. The system is built around the layered resolution "contract entitlement → leave-type default" so different employees can have different annual allowances cleanly.
- Payroll, contributions, and end-of-servicePayroll runs are monthly. Each run computes per-employee gross + deductions + net based on contracts, salary revisions, and contribution schemes. Posting a paid run writes journal entries straight into your accounting ledger.
- Documents and performance reviewsTwo HR side modules: a categorised document store per employee, and a performance-review workflow with employee self-acknowledgement.
- Employee loansInterest-free company loans to employees, repaid automatically as monthly deductions on subsequent payroll runs. Built for clinics that occasionally offer a salary advance or short-term loan without wanting a separate spreadsheet.
- Cost-center-aware payrollAllocate a contract's salary and employer contributions across multiple cost centers. Useful when a single employee's time is shared between, say, OPD and Admin — payroll posts proportional journal lines per cost center instead of dumping the whole salary onto one bucket.
Security
- Two-factor authenticationTwo-factor authentication (2FA) using time-based one-time passwords (TOTP) is available for every account. We strongly recommend enabling it on all administrator accounts.
- Audit logsAudit logs capture significant lifecycle events — what changed, who changed it, and when. They are critical for regulated environments and for investigating issues after the fact. Each row is immutable once written; the system enforces this both at the model layer and at the Django admin (the change form is read-only).
Patient portal
- Patient portal — overviewPatients and their guardians log in to the patient portal to see appointments, book, manage consent, view invoices, and run their own account. This article gives the lay of the land.
- Booking and payingPatients with a clinic that has self-booking enabled can browse open slots and book directly from the portal. Payment-gated bookings sit in pending_payment until paid.
- Granting and managing consentFrom Patient portal > Consents, the patient (or guardian on a managed patient's behalf) issues, views, and revokes consent grants. Each grant is pairwise: one source clinic, one recipient clinic, explicit scopes.
- Approving a clinic's link requestWhen a clinic asks to link a record they hold (created locally for you) to your platform identity, the request appears on your Consents page. Approving aggregates that record under your platform identity in the portal. It does NOT give the clinic any new data access.
- Account, password, and 2FAThe Account top-bar link in the portal carries everything tied to your login — password change and two-factor authentication.