Getting Started Checklist

Step-by-step setup checklist for new practices, from practice information through to going live with Zavy 360

Setting up Zavy 360 for a new practice involves several configuration steps. Follow this checklist in order to ensure your practice is fully configured before seeing patients. Each step links to a detailed article for further guidance.

Step 1: Complete Practice Information and Branding

Start by entering your practice details and uploading your branding:

Practice name, ABN, and business registration details
Primary address and contact details (phone, email, website)
Practice logo and brand colours
Business hours for each day of the week

This information appears on invoices, communications, online bookings, and Zavy Connect.

Guide: Practice Information and Branding

Step 2: Add Practice Locations

If your practice operates from multiple sites, add each location:

Location name and address
Location-specific contact details
Treatment rooms and resources for each location
Operating hours (if different from the main practice)

Single-location practices can skip this step — your main practice address serves as the default location.

Guide: Creating Practice Locations

Step 3: Create Staff Accounts and Set Permissions

Add your team members and configure their access:

Add each staff member with their name, email, and role (practitioner, receptionist, manager, etc.)
Assign permissions based on their role and responsibilities
Configure practitioner-specific settings (provider numbers, specialties, bio)
Send login invitations so staff can set up their passwords

Guide: Adding and Managing Staff | Staff Permissions and Access

Tip: Set up your own administrator account first, then add other staff members. This ensures you have full access to all settings during the setup process.

Step 4: Configure Calendar and Practitioner Rosters

Set up your calendar to reflect how your practice operates:

Configure calendar settings (time slot intervals, working hours display)
Create practitioner rosters with their regular working days and hours
Set up appointment reasons and durations
Configure room assignments for each practitioner

Guide: Calendar Practice Settings | Practitioner Rosters and Shift Types

Step 5: Set Up Catalogue (Services and Price Lists)

Configure the services your practice offers and their pricing:

Add services and products to your catalogue with ADA item numbers
Create price lists (standard, pensioner, health fund, etc.)
Set up service categories for organised reporting
Link services to appointment reasons for streamlined invoicing

Guide: Adding Products and Services | Price Lists and Pricing

Step 6: Import Patient Records

Migrate your existing patient data into Zavy 360:

Prepare your patient data in the required CSV format
Map fields from your previous system to Zavy 360 fields
Run a test import with a small batch of patients first
Complete the full import and verify data accuracy

If migrating from another practice management system, Zavy support can assist with data mapping and migration.

Guide: Patient Import and Bulk Upload

Note: Always back up your data from your previous system before starting the import process. Test the import with a small batch first to verify that fields are mapped correctly.

Step 7: Configure Communication Channels

Set up how your practice communicates with patients:

Configure SMS provider (Vonage, BurstSMS) and purchase SMS credits
Set up email sending (SMTP or default provider)
Create communication templates for common messages (appointment reminders, recall notices, invoices)
Configure appointment reminder schedules (e.g., 48 hours and 2 hours before)

Guide: Communication Channels Setup | Appointment Reminders and Confirmations

Step 8: Set Up Integrations

Connect Zavy 360 with your hardware and third-party services:

Payment terminal — Connect Tyro EFTPOS terminals for integrated payments
Health fund claiming — Set up Medipass (Tyro Health) or HICAPS for on-the-spot claiming
Imaging software — Configure the imaging bridge for Sidexis, Romexis, or other systems
Payment gateway — Set up Stripe for online payments (Zavy Connect, online bookings)

Guide: Setting Up Integrations

Step 9: Enable Online Bookings (Optional)

If you want patients to book appointments online:

Enable the online bookings module
Configure which services and practitioners are available online
Set booking rules (advance notice, buffer times, blackout dates)
Customise the booking page with your branding
Add the booking link to your website

Guide: Online Bookings Setup and Configuration

Step 10: Go-Live Checklist

Before your first day on Zavy 360, verify everything is working:

Check	How to Verify
Staff can log in	Each staff member logs in and confirms they can access their features
Calendar is correct	Verify rosters show the right practitioners on the right days
Appointments can be booked	Create a test appointment and verify it appears on the calendar
Invoices generate correctly	Create a test invoice with sample services and check the totals and tax
Payments process	Process a test payment through your Tyro terminal or payment gateway
Communications send	Send a test SMS and email to verify delivery
Patient records imported	Search for a sample of patients and verify their data is correct
Printing works	Print a test invoice or receipt to verify printer connectivity

Tip: Schedule a practice-wide training session before your go-live date. Walk through common workflows (booking an appointment, processing a payment, recording a treatment) with all staff to build confidence before seeing real patients.