Organisation Settings

Configuring your practice, managing roles, and setting up your organisation in Zermmi.

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Quick Reference

What you can configure:

• Organisation Tab - Top-level organisation information (name, tax ID, country)
• Practices Tab - Individual practice settings, hours, contact details, and closures
• Roles Tab - Team member roles and permission management

Related Pages:

• Team Hub - Assign roles to team members and manage practitioner availability
• Calendar - View how practice hours and closures affect scheduling
• Online Booking - Configure public booking settings that respect practice hours

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Accessing Organisation Settings

Navigate to Organisation Settings from the main sidebar menu. The page uses a split-pane layout:

• Left side: Tab navigation showing available settings sections
• Right side: Detail view and forms for the selected tab

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Settings Tabs Overview

The Organisation Settings page contains six main tabs:

1. Organisation

Configure top-level organisation details that apply across all practices.

What you can set:

• Organisation name
• Tax/VAT registration number
• Headquarters country

Use when: Setting up your practice group or updating legal/tax information.

Read full guide: Organisation

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2. Practices

Configure individual practice locations, including hours, contact information, address, and closures.

What you can set:

• Practice name and legal details
• Contact information (phone, email, website)
• Physical address
• Timezone, currency, and display formats
• Opening hours (day-by-day)
• Practice closures and holidays

Use when: Setting up a new location, changing office hours, or marking holidays/closures.

Read full guide: Practices

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3. Roles

Define team member roles and control what each role can access and modify in the system.

What you can set:

• Role names and descriptions
• Permissions across 8 workflow groups
• Admin vs Practitioner categorization
• Practice-specific customizations of global roles

Use when: Setting up team permissions, creating custom roles, or adjusting access levels.

Read full guide: Roles

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4. Form Templates

Configure intake and medical history forms for patients.

What you can set:

• Custom form fields and questions
• Required vs optional fields
• Form ordering and sections

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5. Online Booking

Configure public booking settings for patient self-scheduling.

What you can set:

• Booking availability windows
• Appointment types available for online booking
• Confirmation requirements
• Public booking URL settings

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6. Communication

Configure automated communication templates and settings.

What you can set:

• Email templates
• SMS notification settings
• Reminder timing and frequency
• Communication preferences

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How Settings Impact Your Practice

Understanding how organisation settings flow through Zermmi:

Practice Timezone & Formats

• Affects: All date/time displays throughout the application
• Used by: Calendar, appointments, reports, patient communications
• Best practice: Set timezone to your local timezone before scheduling appointments

Practice Hours

• Affects: Calendar display range, appointment availability
• Used by: Calendar view (adjusts start/end times), appointment validation, online booking
• Best practice: Set accurate hours to prevent scheduling conflicts

Practice Closures

• Affects: Appointment availability, calendar display
• Used by: Calendar shows closures as blocked time, prevents appointment booking during closures
• Best practice: Add holidays and closures in advance to avoid accidental bookings

Roles & Permissions

• Affects: What team members can see and do throughout the application
• Used by: All features check permissions before showing actions/data
• Best practice: Review permissions regularly as team responsibilities change

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Common Configuration Workflows

Initial Setup (New Practice)

1. Organisation Tab - Add organisation name and tax details
2. Practices Tab - Configure practice details:
   • Add contact information and address
   • Set timezone, currency, and date/time formats
   • Define opening hours for each day
   • Add any known closures (holidays)
3. Roles Tab - Create or customize roles for your team
4. Team Hub - Assign roles to team members

Adding a Holiday or Closure

1. Go to Organisation Settings > Practices
2. Scroll to Closures section
3. Click Add Closure
4. Fill in:
   • Reason (e.g., "Christmas Holiday")
   • Start and end dates
   • Toggle "All Day" or specify times
5. Save

Result: Calendar blocks the time, and appointments cannot be scheduled during closure.

Creating a Custom Role

1. Go to Organisation Settings > Roles
2. Option A: Start from global template
   • Select a global role (e.g., "Dentist", "Receptionist")
   • Click Customize for this practice
   • Adjust permissions as needed
3. Option B: Create new role
   • Click Add Role
   • Enter role name and description
   • Choose category (Admin or Practitioner)
   • Select permissions from workflow groups
4. Save role
5. Go to Team Hub to assign the role to team members

Updating Office Hours

1. Go to Organisation Settings > Practices
2. Select your practice
3. Scroll to Opening Hours section
4. For each day:
   • Click the day to edit
   • Set opening and closing times
   • Add multiple time slots if you close for lunch
5. Save changes

Result: Calendar adjusts to show only office hours, and appointments can only be scheduled within these times.

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Validation & Safeguards

The system automatically prevents common configuration errors:

Practice Settings

• Closing time must be after opening time - Prevents invalid hour ranges
• Closure end date must be after start date - Ensures valid closure periods
• Closures must be today or future-dated - Cannot create retroactive closures
• IBAN format validation - Ensures bank account numbers are properly formatted
• VAT rate range (0-100%) - Prevents invalid tax rates

Roles & Permissions

• Unique role names - Cannot create duplicate role names within a practice
• Cannot delete roles with assigned users - Prevents accidentally removing active roles
• Global roles are read-only - Must create practice-specific copy to modify

When attempting invalid configurations, you'll see clear error messages with guidance on how to fix the issue.

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Permissions Required

Access to Organisation Settings tabs is controlled by role permissions:

| Tab | Permission Required | Notes | |-----|-------------------|-------| | Organisation | Organisation management | Usually admin-only | | Practices | Practice management | Usually admin or practice manager | | Roles | Role management | Usually admin-only | | Form Templates | Practice management | Admin or practice manager | | Online Booking | Practice management | Admin or practice manager | | Communication | Practice management | Admin or practice manager |

If you don't see a tab or the "Edit" button is missing, check with your administrator about your role permissions.

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Tips for Efficient Configuration

1. Set timezone first - Before adding appointments or schedules, ensure timezone is correct
2. Configure practice hours early - Prevents scheduling conflicts and calendar display issues
3. Add closures in advance - Mark holidays and known closures at the start of each year
4. Use global role templates - Customize pre-built roles instead of starting from scratch
5. Review permissions regularly - As team members change roles, review and update their permissions
6. Document custom roles - Use the description field to note what each custom role is for
7. Test with limited permissions - When creating new roles, test with a test user before assigning to staff

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Multi-Location Practices

If your organisation has multiple practice locations:

1. Create separate practices in the Practices tab for each location
2. Configure hours independently - Each location can have different hours
3. Use practice-specific roles when permissions differ by location
4. Share global roles when all locations use the same role structure
5. Team members can be assigned to multiple practices with different roles at each

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Keyboard Shortcuts

• Escape - Close dialogs and cancel editing
• Cmd/Ctrl + S - Save forms (when editing)

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Getting Help

For technical support or questions about organisation settings, contact your system administrator.

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Related Documentation

• Organisation - Detailed guide to organisation configuration
• Practices - Complete practice settings reference
• Roles - Understanding roles and permissions
• Calendar - How practice settings affect scheduling